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Alba Spectrum Technologies

Receivables Management 2003 Year End Closing Procedures for Release 5.5 and 6.0

Note - For Release 7.0 and 7.5, see TechKnowledge 27587.

Detailed Receivables Management CALENDAR Year-End Closing Checklist

Detailed Receivables Management FISCAL Year-End Closing Checklist

Receivables Management Year-End Closing Tips

Notes

Closing the FISCAL Year (Routines | Sales | Year-End Close) will transfer all amounts other than the Calendar Year-to-Date Finance Charge amounts to the Last Year column. These amounts can be viewed from Customer Summary Window (Cards | Sales | Summary). This procedure should be performed before you begin posting transactions for a new Fiscal Year.

Receivables Management CALENDAR Year-End Closing Overview

1. Calendar Year Close: Post all transactions for the Calendar Year and complete the Month-End procedures for December.

2. Make a backup that can be restored.

3. Close the Year using the Receivables Year-End Closing window (Routines | Sales | Year-End | Close).

4. Close the fiscal periods for the Sales series using the Fiscal Periods Setup window. (optional)

5. Close the sales tax periods for the Year using the Tax Year-End Closing window. (optional)

6. Make a final backup.

Detailed Receivables Management CALENDAR Year-End Closing Checklist

1. Post all transactions for the current Fiscal Year.

- We recommend that you post all transactions for the Calendar Year before closing the Year.

2. Make a backup of all Company data.

- This is important to ensure that you will be able to recover quickly should a power fluctuation or other problem occur during the Year-End Closing procedure.

3. Close the Fiscal or Calendar Year.

- Select which Year you wish to close in the Receivables Year-End Closing (Routines | Sales | Year-End Close) window. If the Calendar Year coincides with your Fiscal Year, select All. If they do not coincide, close the Fiscal and Calendar Years separately.

- Mark the Print Report box. This report will list the amounts that were transferred to Last Year for each Customer.

- The Year-End Closing Report is part of the audit trail and should be saved with your Company's permanent records.

4. Close the fiscal periods for the Sales series (optional).

- You can use the Fiscal Periods Setup window (Setup | Company | Fiscal Periods) to close any fiscal periods that are still open for the year. This keeps transactions from accidentally being posted to the wrong period or year.

- Be sure you have posted all transactions for the period and year for all modules before closing fiscal periods.

- If you later need to post transactions to a fiscal period you have already closed, you will need to return to the Fiscal Periods Setup window to reopen the period before you can post the transaction.

5. Close the sales tax periods for the year (optional).

- Use the Tax Year-End Closing window (Routines | Company | Tax Year-End Close) to close the sales tax periods and to print the Tax Year End Closing report.

- This procedure should be completed only after you have completed the Year-End Closing procedures for all Sales and Purchasing modules.

6. Make a final backup of your Company's data files and keep it in safe, permanent storage.

- This gives you a permanent record of the Company's financial position at the time you closed the Year and can be restored later, if necessary.

Receivables Management FISCAL Year-End Closing Overview

1. Fiscal Year Close: Post all transactions for the current Fiscal Year.

2. Make a backup that can be restored.

3. Close the Year using the Receivables Year-End Closing window.

4. Fiscal Year Close: Close all fiscal periods for the Sales series using the Fiscal Periods Setup window (optional).

5. Close the sales tax periods for the Year using the Tax Year-End Closing window (optional).

6. Make a final backup.

Detailed Receivables Management FISCAL Year-End Closing Checklist

1. Post all transactions for the current Fiscal Year before closing the Year.

2. Make a backup of all Company data.

- This is important to ensure that you will be able to recover quickly should a power fluctuation or other problem occur during the Year-End Closing procedure.

3. Close the Fiscal Year.

- Select to close the Fiscal Year in the Receivables Year-End Closing window (Routines | Sales | Year-End Close). Mark Fiscal, Calendar, or All.

- Mark the Print Report box. This report will list the amounts that were transferred to Last Year for each Customer.

- The Year-End Closing Report is part of the audit trail and should be saved with your Company's permanent records.

4. Close the fiscal periods for the Sales series (optional).

- Be sure you have posted all transactions for the period and year for all modules before closing fiscal periods.

5. Close the sales tax periods for the year (optional).

- Use the Tax Year-End Closing window (Routines | Company | Tax Year-End Close) to close the sales tax periods and to print the Tax Year End Closing report.

- This procedure should be completed only after you have completed the Year-End Closing procedures for all Sales and Purchasing modules.

6. Make a final backup of your Company's data files and keep it in safe, permanent storage.

- This gives you a permanent record of the Company's financial position at the time you closed the year, and can be restored later, if necessary.

Receivables Management Year-End Closing Tips

1. The Calendar and Fiscal Year-End Closes MUST be done on the appropriate date BEFORE any transactions are posted for the New Year. Receivables Management does not differentiate between transactions entered in 2003 and 2004.

2. Closing the Calendar Year will clear the Calendar Year-to-Date Finance Charges and move them to the Last Year field on the Customer records.

3. The Calendar Year-End Close in Receivables will take place at the end of the Calendar Year regardless of when your Fiscal Year ends.

- If your Calendar Year coincides with the Fiscal Year, you will close both at the end of the Calendar Year.

4. The YTD Finance Charges do not automatically print on the statements in December and January. If you want them to print on the statements, you must modify them using the following procedures. The procedure for getting the YTD Finance Charges on the December and January statements takes two different steps, one for each month.

December - Create a modified version of the statement and link the Customer MSTR Summary file to the report.

A. In the Report Layout window, place the CYTD Finance Charges field (in the Customer MSTR Summary file) on the report.

B. Save the report and print it.

January - Create a modified version of the statement and link the Customer MSTR Summary file to the report.

A. In the Report Layout window, place the LYTD field (in the Customer MSTR Summary file) on the report.

B. Save the report and print it.

5. Closing the Fiscal Year will transfer all amounts other than the Calendar Year-to-Date Finance Charge amounts to Last Year.

Issue Summary:

Apply information for Cash Receipt is incorrect/missing.

Issue Detail:

1) Create an Invoice for a Customer. (Trx-Sales-Trx Entry)

2) Create a payment for the same customer. (Trx-Sales-Cash Receipt).

3) Open the Apply window from the Sales palette. (Trx-Sales-Apply)

4) Choose the customer you made the payment for in step #2

5) Bring up the payment and manually click the apply box next to the invoice. Be SURE not to click or move off the scrolling window

line LEAVE THE WINDOW ALONE!

6) Now open Cash receipts from the palette. (Trx-Sales-Cash Receipts)

7) Enter a new payment for a customer (it doesn"t need to be the one that is being accessed in the apply screen)

8) After the payment amount is entered on the cash receipts window, click the apply button.

9) At this point the changes that were made in step 5 are not saved to the database. They are lost.

10) Run an aging for the customer (Routines-Sales-Aging).

11) Go to Inquiry-Sales-Customer pull up that customer and look at the Cash Receipt. The amount remaining on the payment looks as if the payment was applied, but the apply information is missing. Also, the amount remaining on the invoice has not changed. Highlight the payment and zoom back on document number then hit the apply button. It is empty!

What is happening is that even though you didn"t say ok in the Apply Sales Documents window, we are writing the amount of the apply information to the payment. We shouldn"t be doing that.

Also this works similar if you unapplied a payment. The system still thinks that the payment is still applied to the invoice. If you run an aging report, the payment is applied to the invoice, but the payment will show up as unapplied.

Created a fix for this issue:

Add to the beginning of the OPEN script for RM_Cash_Receipts.

if isopen(form RM_Cash_Apply) then

result=Window_PullFocus(window RM_Applied_Document_Scroll of form RM_Cash_Apply)

end if.

Status of Resolution:

Problem resolved in Release 6.0.

Issue:

What can I do to fix documents that are missing apply information?

Resolution:

If apply information is missing, the RM Key File (RM00401) could be damaged. This file can be recreated by following the steps below:

For Microsoft SQL Server users:

1. Make a backup.

2. Be sure all other users are logged out of Dynamics/eEnterprise.

3. Perform the following SQL statement against the appropriate company database to delete the contents of the RM00401 table.

delete RM00401

4. Within Great Plains, perform Check Links (File | Maintenance | Check Links) on the Receivables Open Transaction and the Receivables Transaction History. If you are using Sales Order Processing you should also perform Check Links on the Sales Work table. If you are using Invoicing, also perform Check Links on the Invoicing Work files. To do this, change the Series to Sales and insert the Receivables Open Transaction, the Receivables Transaction History, and the Sales Work or Invoice Work from the Sales Series. Choose OK. Be sure to print the File Maintenance Error Log report to the screen rather than to a printer. Check Links will recreate the keys record for every document in Receivables Management and will generate a long error log when completed.

5. Within Great Plains, perform Check Links (File | Maintenance | PA Check Links) on the PA Billing Transactions, PA Billing Transactions Open and PA Billing Transactions History. To do this insert the PA Billing Transactions, PA Billing Transactions Open and PA Billing Transactions History. Choose OK. Be sure to print the File Maintenance Error Log report to the screen rather than to a printer. Once again, Check Links will recreate the keys record for every Billing Transaction in Project Accounting and will generate a long error log when completed.

For Pervasive.SQL 2000 and C-tree users:

1. Make a backup.

2. Be sure all other users are logged out of Great Plains. Rename the RM00401.* file(s) in the Sales folder of the company that has the damaged file. The Sales folder for the company will be located in the Dynamics directory on the server or your local workstation if running on a single-user environment. If the Dynamics directory is in a folder called Dynamics on the C: drive, this is how to get to the RM00401.* file(s): right click on the Start button and choose Explore, expand the C: drive, expand the Dynamics folder, expand the company (the one with the issue) folder, expand the Sales folder, and right click on the RM00401.* file(s) to rename it.

3. Within Great Plains, perform Check Links (File | Maintenance | Check Links). Change the Series to Sales and insert the Receivables Open Transaction and the Receivables Transaction History files. Also insert the Sales Work or Invoice Work tables. Choose OK. Be sure to print the File Maintenance Error Log report to the screen rather than to a printer. Check Links will recreate the keys record for every document in Receivables Management and will generate a long error log when completed.

4. Within Great Plains, perform Check Links (File | Maintenance | PA Check Links) on the PA Billing Transactions, PA Billing Transactions Open and PA Billing Transactions History. To do this insert the PA Billing Transactions, PA Billing Transactions Open and PA Billing Transactions History. Choose OK. Be sure to print the File Maintenance Error Log report to the screen rather than to a printer. Once again, Check Links will recreate the keys record for every Billing Transaction in Project Accounting and will generate a long error log when completed.

Warning If you cannot successfully re-create your RM Keys, do not continue working in the system because future documents may become corrupted. If your RM Keys do not re-create successfully, you will receive an error message (the message text may vary) and you will not receive an error log.

Issue

My RM Key Master table (RM00401) is damaged. What steps do I need to take to recreate it?

Resolution

There are different steps involved depending upon what database you are on. If you are using Microsoft SQL, use the steps below. The steps for Pervasive.SQL 2000 and Ctree will be listed afterward.

For Microsoft SQL Server users:

1. Make a BACKUP.

2. Be sure all other users are logged out of Dynamics/eEnterprise.

3. Perform the following SQL statement against the appropriate company database to delete the contents of the RM00401 table.

delete RM00401

For Pervasive.SQL 2000 and C-tree users:

1. Make a BACKUP.

Issue

Error - "[Microsoft] [ODBC SQL Server Driver] [SQL Server] Violation of PRIMARY KEY constraint PKRM30301 Cannot Insert duplicate key in object RM30301" occurs when running Paid Transaction Removal in Receivables Management.

Note - When you hit OK on this dialog box, an information dialog box appears stating "The stored procedure in Paid Transaction Removal returned the following results: DBMS:2627, eEnterprise 0."

Potential Cause

There is a duplicate document someplace in the Receivables tables. Typically it is a duplicate sequence number.

Resolution

1. Run the following against the Company database to find the records that are causing the error on the RM30301:

select RMDTYPAL, DOCNUMBR, SEQNUMBR from RM10101

group by RMDTYPAL, DOCNUMBR, SEQNUMBR

having count(*) > 1

2. Using the information returned from the previous query, run the following to view data for a specific Document Number:

select SEQNUMBR,* from RM10101 where DOCNUMBR = 'enter the Document Number from step 1' order by SEQNUMBR

3. Update the SEQNUMBR field so there is not a duplicate. Use the key provided below. If you have 2 records with a SEQNUMBR of 16384, you need to change one of them to 32768, if you have 2 records with 65536 you need to update one to 81920, etc. Each line of a document should have its own unique seqnumbr in multiples of 16384.

update RM10101 set SEQNUMBR = XXX where DEX_ROW_ID = XX

SEQNUMBR

-----------

16384

32768

49152

65536

81920

98304

If the first script does not return results, try these:

select * from RM10101 w, RM30301 h where

w.RMDTYPAL = h.RMDTYPAL and

w.DOCNUMBR = h.DOCNUMBR and

w.SEQNUMBR = h.SEQNUMBR

select a.TRXSORCE,a.RMDTYPAL,a.DOCNUMBR from RM20101 a, RM30301 b where

a.RMDTYPAL = b.RMDTYPAL and

a.DOCNUMBR = b.DOCNUMBR

Issue:

When I go into Transaction Inquiry - Customer (Inquiry|Sales|Transactions By Customer) and select a customer record, several documents are missing from this window. What should I do?

Resolution:

1. Be sure you have selected to include documents from Work, Open and History.

2. Go to Table Import Definition (Tools|Integrate|Table Import) for a list of files that are used in the Receivables Transaction Inquiry-Customer window. Go to Check Links (File|Maintenance|Check Links) and select the Sales Series. Insert all files included in the Table Import list and complete the process.

3. Go to Reconcile Receivables Amounts (Utilities|Sales|Reconcile) and reconcile Current Customer Information, Outstanding Document Amounts, and Batch Information.

4. Refer the TechKnowledge document titled Recreating the RM Key Master File or Rebuild RM Keys File (RM00401) in SQL.

5. Restore a backup or reenter the missing documents.

Question:

What are the steps that should be taken when removing history in Receivables Management?

Answer:

1. Make a backup.

2. Go to the Remove Receivables Transaction History window (Utilities - Sales - Remove Transaction History). In this window a restriction will most likely need to be set up for the Customer ID, Document Number, Document Type, Audit Trail Code and/or Post Date. An example would be as follows: Customer A to Customer A and SLS00001 to SLS00001. The options of remove Transactions and Distributions can be marked or unmarked depending on the desired results. If the Print Report option is marked it will generate a report listing the documents that will be removed if you go through the process again of making the range and then leaving the option unmarked. Finally select Process.

3. Once complete, look in the Inquiry windows to verify that none of the transactions still exist ( Inquiry-Sales-Trx by Customer).

4. Run file maintenance on the Sales series. This step is optional but recommended.

Note: Removing history will have no impact on GL, so when complete, verify that everything is adjusted accordingly.

Note: Also refer to TechKnowledge Unable to remove this transaction: an open apply record exists or an apply record exists outside the selected range, when removing RM history if Print Historical Aged Trial Balance is marked in the Receivables Management Setup window.

Summary:

This article contains tips for performing the Receivables Management Year End Close in Release 7.0 and 7.5.

More Information:

Note - Please refer to TechKnowledge 5614 for Receivables Management 2003 Year End Closing Checklists. The Receivables Management Calendar and Fiscal Year End Closing Steps are the same for Release 7.0 and 7.5 (7.X) as they are for Release 6.0. Please see the Notes below if you are in either of these situations:

1. You are not going to post all transactions for the Current Year before closing the Fiscal Year.

2. You plan to post into the New Year before closing the Current Fiscal Year.

Notes

When posting transactions in Version 7.X, the system will automatically post to the correct fiscal and calendar years according to the dates of the transactions. These amounts can be viewed in the Customer Summary Window (Cards | Sales | Summary | Choose a Customer| Choose either Fiscal or Calendar Year| Enter a Year or Period| Click Calculate).

This window allows you to view amounts in three Summary views: Amounts Since Last Close, Fiscal Year, or Calendar Year. These three options are also available when printing the RM Sales Analysis Report (Reports | Sales |Analysis | Receivables Sales Analysis | New).

You can view individual Period amounts from the Customer Period Summary Window (Cards | Sales | Summary | Choose a Customer | Click the History button) . These amounts will display in the correct period using the Transaction date. The RM Period Sales Analysis Report (Reports | Sales | Analysis | Period Sales Analysis| New) will reflect the same information and can be printed in any of the three views.

What happens when I close the Year on Release 7.X?

The Year End Close process has not changed with the Date Sensitive enhancement. Closing the Fiscal year will affect the 'Amounts Since Last Close' view within the Customer Summary Window (Cards | Sales | Summary) . The Date Sensitive enhancement added options to View the data date-sensitively. These include:

1. 3 Views added to the Customer Summary window.

2. Options added to the RM Sales Analysis and RM Period Sales Analysis Reports.

3. Customer Period Summary window uses Transaction Date.

FYI:

The Reconcile process and the Aging process will move the documents into their correct aging buckets based on Receivables Setup and the Document Date or Due Date. The difference between the two processes is in the way they sort or gather the information to perform the process. Aging goes through the Receivables Transaction Open file by Customer and ages the document. Reconcile goes through the Customer Master file and looks at every document. The Aging process is faster than the Reconcile process.

Issue Summary:

Statements have wrong aging bucket amounts

Issue Detail:

When running statement on 6.0, the aging bucket amounts are incorrect when you have a negative BBF.

Steps to recreate:

1. Enter a credit memo, Doc #1, for $1,000 with a date of 8/15/00

2. Enter a credit memo, Doc #2, for $500 with a date of 8/20/00

3. Enter an invoice, Doc #3, for $750, with a date of 8/25/00

4. Enter a credit memo, Doc #4, for $600, with a date of 9/1/00

5. Enter a credit memo, Doc #5, for $700, with a date of 9/15/00

6. Enter an invoice, Doc #6, for $850, with a date of 9/20

7. Apply the first Credit Memo, #1, to document numbers 3 and 6.

8. Print a statement for this customer, Routines-Sales-Statements. Enter a summarize to date of 8/31/00.

Result:

The statement will have a Current Aging Bucket amount of $(950.00) The Amount Due is ($1200). The system is not calcuating the BBF and also anything that is applied to a document in the BBF, if it is before the summarized to date. If the above example, document 1 and document 3 are not included in the calcualation for the Aging Amounts, resulting in the ($950.00) This only happens if the BBF is a negative amount.

Expected Result:

The Aging Bucket total would equal the Amount Due field.

Status of Resolution:

Problem resolved with Service Pack 6, 6.00g28.

Issue

Error - "A save operation on table RM_Cust_MSTR_Period_SUM has caused an unknown error (46). An error occurred when updating permanent record. It will not post." occurs when posting a cash receipt.

Potential Cause

The RM00104 table file is set to Read-only.

Resolution

Remove Read-only attribute from the file.

1. Right-click on RM00104 and choose Properties.

2. Uncheck the Read-only attribute and click OK.

3. Post the cash receipt.

Question:

After I apply cash receipts to invoices, what date will the Historical Aged Trial Balance report show as the applied date?

Answer:

The Historical Aged Trial Balance report will use the user date of the cash receipt as the applied date.

Issue

Cash Receipts Entry hangs and eventually Error - 'Default document number is invalid. Please check module setup.' displays when using Microsoft.SQL 2000.

Notes

1. The Next Payment Number is not defaulting into the Receipt field.

2. The lookup window is blank.

3. The problem also occurs in Receivables Transaction Entry.

Potential Cause

The DEX_ROW_ID field is blank in the RM00401 table.

Resolution

1. Make a backup.

2. Go to File | Maintenance | SQL.

A. Select your Company database and eEnterprise product.

B. Highlight the RM Key file.

C. Mark the options to Drop table and Create Table.

D. Click the Process option.

This will create a brand new RM00401 table.

3. Go to File | Maintenance | Check Links.

A. Select the Sales Series.

B. Run Check Links on the Receivables Open Transaction table and the Receivables Transaction History tables. This will recreate the apply records for all documents in the work, open and history tables. Also, run check links on the Sales Work and Invoice Work tables.

Question:

Which dates are used when printing the Receivables Historical Aged Trial Balance by the GL Posting Date and by Document Date?

Answer:

With 5.50, on the Apply window there is an Apply Date and an Apply Posting Date field. If accessing the Apply window from Cash Receipt Entry, the Apply Date defaults to the receipt's Doc Date; the Apply Posting Date is grayed out and is set to the receipt's Posting Date (the Posting Date defaults to the Document Date but can be changed by clicking on Document Date's expansion button). If accessing the Apply window after posting the Cash Receipt, the Apply Date defaults to the user date; the Apply Posting Date is not grayed out and is defaulted to the user date. When running the HATB by GL Posting Date, the payments and invoices will be listed as stand-alone documents if their Posting Date falls on or before the cutoff date. Payments will be indented within an invoice if their Apply Posting Date falls on or before the cutoff date. When running the HATB by Document Date, the payments and invoices will be listed as stand-alone documents if their Document Date falls on or before the cutoff date. Payments will be indented within an invoice if their Apply Date falls on or before the cutoff date.

Alba Spectrum Technologies