Wednesday, November 11, 2009

Moving from Work to Open to History

This article started from a question posted on the newsgroup. There doesn't seem to be any summary of how transactions move from Work to Open to History.

I put together this document attempting to address this for the following series:

  • GL
  • CM (Bank Transactions)
  • AR
  • AP
  • SOP
  • POP
  • Invoicing
  • Inventory
I haven't worked on Payroll yet.

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




13 comments:

JimmyDarkMoon said...

Leslie, this is great! When learning GP it’s confusing trying to understand how documents move thru the system – this really helped!!

Dynamics Confessor said...

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.

Beat BUCHER said...

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.

Dynamics Confessor said...

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

Beat BUCHER said...

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.

denmermr said...

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.

Harish said...

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Dynamics Confessor said...

Thank you Harish,

You are inspiring to me. Thank you for taking the time to comment!

Leslei

xFuture said...

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.

Dynamics Confessor said...

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

xFuture said...

thank you Leslie, for advice, what I do is delete the complete purchase order.

ito said...

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

Dynamics Confessor said...

Hi,

Great idea, I'll look into doing this!

Thanks

Leslie