I put together this document attempting to address this for the following series:
- GL
- CM (Bank Transactions)
- AR
- AP
- SOP
- POP
- Invoicing
- Inventory
GL
Work - Unposted GL Transactions
Open - Posted GL Transactions
History - When GL Fiscal Year Closes
Until the year closes all of the GL transactions are in the Year to Date Transaction Open table. You cannot move them back to the Open table after the year end closes. Entries cannot be ‘unposted’ and moved back into the Work table.
CM (Bank Transactions)
Work – Unposted Deposit Transactions
Open – Posted Bank Transactions
Posted Deposit Transactions
Reconciliations
History – There is no history table
AP
Work – Unposted AP Transactions
Open – Posted AP Transactions that are not yet fully applied.
Posted Purchasing Invoices that are not yet fully applied.
History – Transactions automatically move to history when the document is fully applied (a transaction is a check, credit memo, invoice, etc.) For a check or credit memo it is when the amount is fully applied to an invoice or invoices. For an invoice it is when it is fully paid off, or a credit memo, or memos takes the balance to zero. Voiding a document in the Open file moves it to history. Documents can be voided after they have been moved to history and that moves them back to the Open table. Documents cannot be 'unposted'.
AR
Work - Unposted
Open - Posted AR Transactions
Posted SOP Invoices
Posted SOP Cash Receipts
History - You need to run the 'Paid Transaction Removal' routine in order to move transactions to History. Nothing automatically moves to history. This routine will only move 'fully applied' documents to history. So if you still have a balance on an invoice it stays in the Open Table. If a credit memo or receipt has not been applied to an invoice, it will stay in the Open table. The fact that the customer's net balance is zero does not impact whether the document moves to history.
When you run the Paid Trx Removal you specify a cutoff date that applies to
NSF checks
Voided documents
Waived (finance charges)
Paid Transactions
You specify a separate date for:
Checks
Once AR transactions are moved to history - they cannot be voided thereby moving them back to open. This is why the checks have a separate date - what if they bounce!
Documents can be 'unapplied' only while they are in the Open file, not after they have been moved to history. For instance, if you applied a cash receipt to the wrong invoice, you can change it to the correct invoice only if it has not been moved to history.
Documents can be voided only while they are in the Open file.
SOP
Work - Unposted documents
Open - There is no Open file (when SOP docs are posted the transactions go into the AR Open file)
History -These transactions automatically move to history:
Posted SOP Invoices or SOP Returns
Voided SOP Documents
Orders whose items have been fully transferred to other documents
Quotes that have had any item transferred to another document
Backorders that have been fully transferred to other documents
For documents that do not automatically transfer to history, run the Reconcile-Remove Sales Documents utility.
The following documents cannot be posted
Quotes
Orders
Backorders
POP
Work - Any document that has not been moved to history
Open - There is no open file
History –
Posted Receipts automatically move to history
Posted Purchasing Invoices automatically move to history
Voided Purchasing Documents automatically move to history
Purchase Orders - You must run the Purchasing Routine 'Remove Completed Purchase Orders'. This will move all of the closed or canceled POs to History. If a PO is not closed or canceled it will not be moved, so there is no danger of moving a PO that doesn't qualify. You can set restrictions on which POP docs are examined for removal.
IVC (Invoicing)
Work – Unposted Documents
Open - There is no open file (posted transactions update receivables, like SOP)
History –
Posted Invoices automatically move to history
Posted Returns automatically move to history
IV (Inventory)
Work – Unposted Adjustments
Unposted Variances
Unposted Stock Counts
Unposted Transfers
Open - There is no open file
History – Posted Transactions
18 comments:
Leslie, this is great! When learning GP it’s confusing trying to understand how documents move thru the system – this really helped!!
Thank you for taking a look. Also, thanks for asking the question in the first place - I had never really gone through each one in a single document. I hope this will help others who are trying to understand this.
Hi Leslie,
This is a great summary of the GP document flow. However, in the current company I'm working with (since 6 months), I realized that the POP documents are not transfered to the History tables (POP30100/POP30110)... the last documents are dated from 2005 and 2 only from 2007... we're creating every day new PO's... the history table has less then 200 entries, whereas the work table has close to 10k rows.
Any tips would be appreciated to solve this mistery :-)
Hope to see you in Atlanta this year.
Hi,
PO documents are not moved to the history tables automatically. You need to run the 'Remove Completed Purchase Orders' routine. Navigate to Tools>>Routines>>Purchasing>>Remove Completed Purchase Orders.
Please let me know if you have any questions!
You bet I'll be in Atlanta - see you there!
Leslie
Hi Leslie,
Thanks a lot. That was the missing link :-). I've suggested to the purchasing departement to include it in the monthly closing routine.
Hope to meet @ Convergence 2010.
Thanks and have a great Day.
This is one of the most useful bits of GP documentation I've seen.
I'm still mystified how these statuses do anything other than slow down work processes and make reporting and research difficult. That said, this takes away some of the mystery in the terminology.
Now if I can only find a similar description of the various reporting tools and their utility (major weak link of GP), and a description of the various levels of user accounts (not permissions, but accounts) that are required to run GP, I would have coverage for the most uselessly confusing bits of this system.
Thank you Harish,
You are inspiring to me. Thank you for taking the time to comment!
Leslei
hi Leslie, I had a problem in receivings transaction entry, I have a receipt document when the document that I posted, the status of the document that became the post and unposting, document exists in the table POP10300 and POP30300, any suggestions to solve this problem.
Hi xFuture,
Can you still access the document from the Receivings Trx Entry window (I'm guessing the answer is 'no').
I would first try the usual suspects before resorting to SQL to delete the entries.
1. Check Links
2. Reconcile
3. Remove Completed Purchase Orders
This kind of thing happens every now and then, fortunately not very often. Let me know if these utilities do any good. BE SURE TO BACK UP before running any utilities.
Leslie
thank you Leslie, for advice, what I do is delete the complete purchase order.
This is a great article. But can one explain the above (WORK, Open, History) as it pertains to Expense/Revenue deferrals (mainly revenue) ?
Thank you
Hi,
Great idea, I'll look into doing this!
Thanks
Leslie
Your way of describing all in this post is in fact nice, every
one can easily understand it, Thanks a lot.
My website; international moving company - http://chipskylark.com/blog/view/758033/clear-cut-international-moving-systems-whats-needed -
Hi, how to resolve the problem if the order receipt is missing, i found out that the receipt details is missing in pop30310 but it has a header in pop30300? i also check the pop10300 and pop10310 but there's no deatails.
what should i do?
thanks :)
Do you have anything in the POP30390 table for that particular receipt?
Did the items received show up in your inventory count and general ledger?
Can you 're-receive' the item?
I presume that you cannot invoice match the item. If you have checked the SQL tables and the data just isn't there, I would look at these other places to find it. Another thing I would do is search the database for all occurrences of both the PO Number and the Receipt number. There are several SQL scripts available on the internet that will allow you to do that. If you can't find it, send me an e-mail and I'll send you one - leslievail@earthlink.net
If it still isn't there, that means it's just gone. What you can do is to move that receipt transaction to history (you may need to cancel the PO as well) and then re-enter the whole sequence. Doing that will allow you to use the same PO and Receipt numbers. Make sure you do not double up in your GL or inventory module (as to item count).
Depending on where the receipt is missing, you can make manual entries to the affected modules rendering the receipt unnecessary.
For instance, you could do an inventory transaction to get the items in inventory at the correct cost and then enter the vendor's invoice directly into payables. Make sure your entries properly hit the GL accounts to clear your accrued purchases account if necessary. You would need to cancel the PO so that the PO could be moved to history as well.
Leslie
yes i have found a record in POP30390.
We cannot re-receive as the items were already included in the inventory count and yes we cannot invoice match the items as well.
THANKS :D
Hi, is there a script for unlinking invoices which were applied to a voided RMR?
Thanks
Does anyone have this documented for Project Accounting Billing transactions?
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