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Dynamics 365FO/AX Finance & Controlling

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Monthly Archives: August 2016

Automatic posting of journals

17 Wednesday Aug 2016

Posted by Ludwig Reinhard in Accounts Payable, Accounts Receivable, Fixed Assets, General Ledger

≈ 2 Comments

Tags

periodic/mass posting of journals, post journals

The previous post dealt primarily with the question how the selection and posting of journals can be restricted. Within this post I would like to change the perspective and take a look at a function that allows a periodic posting of a number of journals that have been created.

The “post journals” functionality I refer to here can be found in the General Ledger module in the journal entries section. (In prior Dynamics AX versions it can be found in the periodic General Ledger module section).

As the information that has been provided e.g. on TechNet for the “post journals” functionality is a bit sparse and as several questions in regards to this function have been brought forward recently, I decided summarizing the different setup and processing options in this post.

Note: Please note that the following illustrations and explanations will only refer to posting General Ledger journals. The post journals function is, however, not limited to those kind of journals but can be applied to other journals as well. Please see the following summary.

 

In order to explain the different setup options of the post journals feature, I started setting up some daily General Ledger journals that included either no error (“OK”), some journal lines with errors (“Partly ok”) or only erroneous lines (“Error”). The next screenshot exemplifies the setup of some of those journals used.
EN_127_0005

 

Option 1: Select the journals, and post them
Once all demo journals have been prepared, I opened the post journals window and selected them through the identic button.
EN_127_0010 EN_127_0015
After all journals have been selected, the posting process was initiated by hitting OK button in the post journal form.
EN_127_0020
Result:
The result of this first posting test was that all journals except the ones that contained errors were posted.
EN_127_0025
Newly created journals that did not contain any error remained, however, unposted.

 

Option 2: Select the journals and post them by using a batch job
To get also those journals automatically posted that have been created later on, I deleted all unposted previously generated journals, setup some new ones and selected them as before in the post journals form.
EN_127_0030
This time I changed the posting process by making use of a batch process that runs every some minutes and that does the posting for me.
EN_127_0035
Result:
As before, all journals have been posted except the ones that contained errors.
EN_127_0040
My next step was setting up a new journal (No. 188) that did not contain any error.
EN_127_0045
Because of my posting setup I expected that the batch process will pick up the newly generated journal and post it. Yet, as nothing happened, I finally checked the batch job history window and noticed that the batch job stopped because it could not process the first two journals that contained erroneous lines. Please see the next screen-print.
EN_127_0050

 

Option 3: As option 2 & select the transfer errors checkbox
As processing newly created journals did not work with the previous approach, I repeated the earlier setup steps and created a number of new journals. This time I tried processing them by selecting the ‘transfer errors’ checkboxes (please see below).
EN_127_0055
Result:
As expected, all journals except the ones that contained errors were posted. After setting up a new journal that contained no error I expected that this time the newly created journal will be posted.
EN_127_0060
Yet, unfortunately nothing happened to the newly created journal as the batch job stopped as before after detecting errors.
EN_127_0065
Note: The difference between the 2nd and 3rd setup option is related to the journal that was partly ok. That is, this time all journal lines that did not include an error in the original (partly correct) journal No. 189 were posted and the journal lines that contained errors were transferred to a new journal No. 191 that contains only the erroneous lines.

 

Option 4: As option 3 but with the late selection and transfer errors checkbox activated
Since none of the prior setup options successfully posted the journals that I created subsequently, I changed the setup in the post journals form once again. This time – after selecting the journals that I want to post – the “late selection” and “transfer error” parameters were activated as shown in the next screen-print.
EN_127_0075
Result:
This time all erroneous journals/journal lines remained unposted as before but the journal that I created later on – in my case journal No. 196 – was finally picked up by the batch process and posted automatically as the following screen-prints prove.
EN_127_0080 EN_127_0085
Note: Despite the fact that the newly generated journal was successfully posted, the batch job still continued running (and ending) with errors because of the two journals that contained lines with errors.
EN_127_0090
Even though this issue in not directly related to the journal posting process itself, it can become quite cumbersome, as it might flood your mailbox with error messages / Emails if alerts and/or Email notifications have been setup that control the processing of batch jobs.

Journal restrictions

01 Monday Aug 2016

Posted by Ludwig Reinhard in General Ledger

≈ Comments Off on Journal restrictions

Tags

General Ledger, Journal names, Journal setup

Over the last couple of months I noticed that people often get confused about the setup of journals and posting restrictions. Within this post I aim to shed some light on the following questions that I often came across:

Question 1:
How to ensure that only specific users can select their journals? Example: Only the chief accountant shall be able to create a new General Ledger journal?
Question 2:
How can you prevent others from posting your journal?

In order to answer the first question I setup the following new General Ledger Journal. Please note that this journal is linked to the user group “DOC” that only has a single user assigned to it.
EN_AX7_122_0005
After setting up the new journal, I logged into Dynamics AX with the respective user account (“DOC”) and created a new journal.EN_AX7_122_0010
After logging into Dynamics AX with a different user account I tried to identify the journal that has been created by the chief accountant “DOC”. Yet, after opening the General Ledger journal form I could not identify (and post) the journal because it was setup for the users included in the user group “DOC” only.
EN_AX7_122_0015
Please note that I also could not create a new “DOC” journal, as the “PROF” user account was not included in the respective user group linked to the journal.
EN_AX7_122_0016

For answering the second question, I setup a new journal that I did not link to a user group. Rather than that, I specified that all of my users can only post the journal they created.
EN_AX7_122_0020
After setting up this second journal, I logged into Dynamics AX as chief accountant “DOC” and created a second journal.
EN_AX7_122_0025

After logging off and logging on again with a different user (“PROF”) I could identify the journal that was created by my chief accountant (“DOC”). Yet, once I tried posting the journal I noticed that I could not post it because of the posting restrictions setup.
EN_AX7_122_0030

To sum up, by linking a specific user group in the blocking section of the journal names setup form you can allow only specific people creating and posting specific journals.
The posting restriction feature allows identifying journals that have been created by other users but can prevent other people from posting journals that you created. However, this requires that you specify and select those users that face this restriction as Dynamics AX does by default not restrict any user from posting other people’s journals.

 

Hope that this post shed some light on the setup of journals and posting restrictions and look forward to seeing you in the next posts again.

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