1. Stop the madness - How to balance to the GL
Amber J. Bell

2. Amber j. bell Training Dynamo | www.trainingdynamo.com
Named GPUG All-Star in 2016!
Favorite benefit:
GPUG Chapter Meetings!
A little bit about me:
Named GPUG All Star in 2016!
Grew up in San Diego
Moved to chilly New England 10 years ago from sunny San Diego
Over 15 Years as a GP Consultant
Wrote Microsoft Dynamics GP: Year-End Closing Workbook!

3.  Check Batch recovery and Master Posting
Batch Recovery – The seedy underbelly of batch posting
Administration > Routines > Batch Recovery
Cause #1: Closed Fiscal Period
Cause #2: Unbalanced Distributions
Cause #3: “Power” issues
Cause #4: Account settings
Review Master Posting
Administration > Routines > Master Posting
Use Batch Comments to communicate batch status info
Require Batch Approval to prevent accidental posting

4.  When batch recovery doesn’t work…
Call your partner
Backup GP before doing any changes in SQL
Follow Steps in KB Article :

5.  print key reports GL Trial Balance
Print in Summary and Detail
Filter to your control accounts
Payables, Receivables and Inventory: Historical Aged Trial Balance
Use SQL Reporting Services Report if possible so that you can save to Excel or PDF
Purchase Order Processing
Print Received/Not Invoiced under:
Purchasing>>Analysis

6. Pages 41-42
@GPUG

7.  Sample: Historical AP Trial Balance setup

8.  Setup Account Rollups
Great way to deal with multiple Inventory, AR, or AP accounts
Allows for Drill-down to balance by account
Great way to deal with Track Discounts Available option

9. Pages 81-86
@GPUG

10.  How to Compare your numbers
Compare the totals on your subledger reports vs. the GL Trial Balance, Management Reporter, GL Summary Inquiry, or Account Rollup Inquiries
Did you balance with the ending balances of your old system?
SAVE YOUR SPREADSHEET! That way you can “prove” that something changed

11.  everything balances…NOW WHAT?
Close the Fiscal Periods
Administration > Setup > Company > Fiscal Periods
Don’t take any chances!
Restrict access to this window
You can close the subledgers before you close GL

12.  YOU FOUND A DIFFERENCE…STAY CALM!
Close the Fiscal Periods ANYWAYS
Re-open later if you need to post corrections
Check if you were off in a previous period
Did you include ALL accounts that add up to the subledger total?
Be sure to include Discount Accounts
Most common issue: Journal Entry to a Control Account
Double-check that ALL batches for the month are posted

13.  Use the “Reconcile” Utility
Financial > Routines > Reconcile to GL

14.  Option 2: Use “The Closer” from Reporting Central
This add-in tool gives you the reason you are out of balance!
The “Closer” is an add-on tool. We recommend it if you are having issues balancing the subledgers that are not included with the Standard GP reconcile tool. Also, it provides you with the REASON you are out of balance! If you are interested in a demo, let us know!

15.  Searching for multiple control accounts
If you have several accounts make up the subledger total:
Add User Defined Field on GL Account Maintenance window
Use this field in your SmartList, Navigation List and report searches

16.  Smartlist for who, what, when, where
Start with:
Financial >> Account Transactions* SmartList
Add the following columns:
Originating Master ID
Originating Master Name
Originating Document Number
Document Status
Reference
Description
Save as a new Favorite:
*GL Transactions – With Trx Info

17.  Using SmartList to Troubleshoot
Setup a SmartList based on Favorite: *GL Transactions – With Trx Info
Filter to AP or AR Account(s)
Filter to Series (Is Not Equal To) Purchasing (for AP)
Filter to Series (Is Not Equal To) Sales (for AR)

18.  Preparing your data for a pivot table
Export from SmartList or use an Excel Report
Format as a Table
Insert a column for the difference between Debits and Credits

19.  Using Pivot Tables to group transactions
Group by Series
Group by Document Status
Account Number or Description
Group by Master Name

20.  How to fix
Before you try to “fix,” check if someone else has corrected in another period
Best option: Void and Re-enter transactions or use Reporting Central’s Corrector
2nd Option: Enter Credit or Debit Memo to reverse transaction. Re-Enter correctly
Try to Avoid: Entering as a Journal Entry (This does not update the subledger)

21.  How to prevent future issues

22.  Uncheck “Allow Account entry”

23.  Review Financial Module setup
Financial > Setup > General Ledger
Uncheck: Deletion of Saved Transactions

24.  Review Posting Settings
Administration > Setup > Posting > Posting
Post Through vs. Post To
Require Approval
Prevent Transaction Level Posting

25.  Review Default posting Accounts
Transaction
Item
Customer or Vendor
Posting Accounts Setup
If you only have 1 control account, set it in the Posting Accounts window (Administration > Setup > Posting > Posting Accounts)
Be careful if you are adding the control account on the Customer or Vendor
Review Customer and Vendor Setup in SmartList

26.  Review vendor/customer setup
Update Customers/Vendors by Rolling Down Changes from Class

27.  Separate Payment Distributions
Administration > Setup > Company > Company > Options

28.  accrued Purchases/received not invoiced
Payables Setup:
Purchasing > Setup > Payables
Warn If Vendor Has Existing Purchase Order
Purchase Order Setup:
Purchasing > Setup > Purchase Order Processing
Warn when Purchase Order Line Item is Not Fully Invoiced
Turn-Off Allow Receiving without a Purchase Order
Consider using a 2nd Accrued Purchases Account for Landed Cost

29.  Setup Inventory Reason Codes
Inventory > Setup > Reason Codes
Prevents common user mistakes
Gives you control of Distributions

30. Contact Information:
@GPUG