What’s with all these dates?


There are many different dates stored in Dynamics GP. This is typically a good thing, my philosophy is that it is always better to have more data than you need and not the other way around. However, it can get confusing rather quickly since a lot of the labels for the dates sound very similar. I will attempt to shed some light on the more common dates in a ‘generic’ way, so that it can be applied to just about any module in GP, although the primary modules I am looking at are: Payables, Receivables, Sales Order Processing (SOP), Bank Reconciliation, Purchase Order Processing (POP) and General Ledger. 

  • Document Date or Date: the subledger date. For most companies this is the actual date on the invoice that they receive from a vendor or send to a customer. In the Bank Reconciliation module this date is called Transaction Date or TRX Date.
  • Posting Date or GL Posting Date: the date the transaction will post to the General Ledger and thus the date that determines when the transaction will show up on your financial statements. This becomes the Transaction Date in the General Ledger.
  • General Ledger Transaction Date: the date that determines the period the transaction will show up for on your financial statements. This is the same as the Posting Date or GL Posting Date that is found in the subledgers.
  • Posted Date: the date the transaction was actually posted. This will be the system date, not the ‘GP User Date’ at the time of the posting.
  • Apply Date: the subledger apply date. This will be used when running aging reports using the Document Date and will be the subledger date for any transactions created during the apply process.  Will also be used for the Date Invoice Paid Off (see below).
  • Apply Posting Date: the General Ledger apply date. Will be used when running aging reports using the GL Posting Date and will be the General Ledger Transaction Date for any transactions created during the apply process.
  • Date Invoice Paid Off: the date an invoice was fully applied (using the Apply Date).

 

18 Responses to “What’s with all these dates?”

  1. Hi Victoria, I have an issue where a journal entry was created on 8/31/14 but the posted date is 9/16/14. We need the entry to show in frx for 8/31/14. how can we correct this? When the accountants pull the gl, they see the entry as 8/31 so they don’t understand why it’s only showing up in 9/30 reports.

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  2. HI Victoria,

    Do you know why using the transaction entry window, I enter the document date but the check date changes to the document date when I go print the check? How can this be fixed?

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    • Christina,

      It sounds like you are using the ‘check on the fly’ functionality and entering the invoice and the check at the same time. This is only really going to work if all the dates are the same. And by ‘all the dates’ I mean:

      1. Invoice Document Date
      2. Invoice GL Posting Date
      3. Check Date
      4. Check GL Posting Date

      The reason for this is that when you are entering a transaction and a check together like this, you cannot specify all 4 of these dates, as you would be able to when entering the invoice and the check separately. And if the dates are different enough to cross fiscal periods or bank statement dates, this will cause issue with Bank Recs. So unless you have a situation with all of these dates being the same, I would not recommend entering your transactions this way. Instead, enter and post the invoices, then enter payments as a separate process.

      -Victoria

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  3. Victoria,
    Thank you for this clarification. I have a problem in SOP integration using eConnect 10; I cannot find the “Posting Date” field. Our work need is to give every group of invoices a different posting date in the same batch (also different from the document date). Is there any workaround?

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    • Hi Mona,

      I do not work with eConnect myself, so you might want to post your question on the GP Community Forum to see if someone can answer this directly. However, one thing to check would be whether your SOP Transactions are set to use the GL Posting Date from the transaction or the batch in GP’s posting settings. If your settings are to get the date from the batch, you will not be able to specify the posting date for individual invoices.

      -Victoria

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  4. Thanks for the info – we’d just been discussing this and had identified originating posted date to give us audit information. Your article confirmed we were looking in the right place.

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  5. Hi Victoria

    iam working for an insurance co in bank reconciliations department.i would appreciate if you cud give me links where i cud get material to understand different columns in bank statements.

    we use crystal reports for getting monthly bank statements.

    and we have oracle GL. iam finding it difficult to understand how i can cross check a payment(( eg inter account transfer of funds) appearing in bank statements….with GL transactions becaz dates found in GL do not match with dates mentioned in bank statement.

    i would appreciate your help in understand abbrevated language of bank reconciliation statements

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    • Rateesh,

      What you see here is specific to Microsoft Dynamics GP. I cannot help you with Oracle, I would recommend asking your Oracle partner or Oracle support for help with your questions.

      -Victoria

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  6. Victoria,

    Great compilation of information. It’s quite confusing sometimes for us about dates. This information clears any confusion we may have on different dates terminology

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  7. Hello Victoria,

    Will you please let me know if we can get Invoice creation/entering date for Work, Posted and History Invoices/CM in Payable Module? Also please let me know what is the difference in Posting Date and Posted Date in Payable Module.

    Regards,

    Sanjay Parab.

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    • Sanjay,

      Posted date is the date the transaction was actually posted. Posting Date is the GL date of the transaction. As far as creation dates, there is usually a field called CREATDDT in the transactional tables that will hold this.

      -Victoria

      Like

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