BMI Microsoft Dynamics NAV Blog

Microsoft Dynamics NAV / Navision "Out-Of-Balance" AP Check Error

Posted by Amy Valenzano on Jan 30, 2014 10:31:00 AM

I have come across a few different situations where a user has printed computer checks out of Navision where the check printed fine, but when the user goes to post the payment journal an “out of balance” message appears and the journal cannot be posted.  

Here is an example of a Payment Journal where the checks have been printed correctly and the Total Balance is zero.

Payment Journal view after checks have printed correctly.


When going to post this error message appears.

"Out of Balance" error posting Payment Journal
 

The reason for the error is because the data is not listed in order of Vendor No so
that when Navision goes through the posting process the balancing credit amount
line is not directly after the debit lines.  To resolve this error without voiding the checks and rearranging the data, you can simply re-sort the journal by changing the sort option from the
default “Journal Template Name,Journal Batch Name,Line No.” key to the “Journal Template Name,Journal Batch Name,Posting Date,Document No.”

Topics: Navision, Dynamics NAV, Microsoft, Microsoft Dynamics NAV 2013, Dynamics NAV 2013, Navision Training, Microsoft Dynamics NAV, NAV Training, Microsoft Dynamics Training

Fiscal Year-End Closing Process for Microsoft Dynamics NAV / Navision

Posted by Amy Valenzano on Jan 13, 2014 4:46:00 PM

Now that it’s the beginning of a new year, Business Management International (BMI) will receive many support calls requesting assistance on the process of closing the year-end.  This is not a difficult process, but because it’s only performed once a year it’s easy to forget.

Before running the fiscal year-end closing process you will want to tie out your G/L to various sub-ledger reports within Navision.  Below is a suggested list of functions to perform.

  • Ensure all Purchase/Sales Order receipts/shipments have been posted                       

  • Ensure all Purchase/Sales Invoices related have been posted            

  • Run Periodic Activity | Adjust Cost-Item Entries                                      

  • Run Periodic Activity | Post Inventory Cost to G/L                                  

  • Run Inventory to G/L Reconcile Report (inventory invoice accruals)               

  • Reconcile Inventory to G/L and calculate Accrual Entries                     

  • Calculate Depreciation for Fixed Assets

  • Run AP to GL Reconcile Report (non-inventory accruals)

  • Enter all Cash Receipts                                         

  • Run Aged Accounts Payables and Aged Accounts Receivables           

  • Reconcile Aged A/P and Aged A/R to General Ledger            

  • Perform a Bank Reconciliation                                                                                         

  • Enter any Accrual, Reversing, Recurring General Journals (such as: Depreciation, Payroll, Accrued A/P and A/R)

  • Run Financial Account Schedules                       

Once these items have been performed and your end of the year numbers tie out you are ready to process the year end closing.

Closing Accounting Periods:

When the fiscal year is over, you must close the periods.  Once closed, you cannot open or change the periods.

  • Select Financial Management, General Ledger, Periodic Activities, Fiscal
    Year, Accounting Periods

  • Click Close Year

You will then get a message to confirm what periods you are closing

Close Accounting Periods

  • Click YES to close the year

You will notice that a check has been placed in the Closed and Date Locked fields of the Account Periods window.

Close Income Statement Accounts

  • Select Financial Management, General Ledger, Periodic Activities, Fiscal Year, Close Income Statement

 Close Income Statement

  • Fill in the appropriate information then click OK.  This function will calculate the balance at the end of the year for all Income Statement G/L Accounts and create a journal entry in the Template and Batch you specified.  You will then need to go to the journal and post the closing entries.

Topics: distribution software, Navision, Dynamics NAV, Microsoft, Microsoft Dynamics NAV 2013, Dynamics NAV 2013

Smooth Dynamics NAV Software Conversions Aided By MS Excel

Posted by Karen Lengel on Oct 3, 2012 5:20:00 PM

In my experience with many companies during a major Dynamics NAV software implementation, “Going Live” appears to be very similar to running a marathon. In recent years, books have been published giving runners a guideline for preparation - starting with the basics and eventually achieving a level of fitness suitable for race day. Ultimately, the degree of “smoothness” of a Dynamics NAV software conversion and the final successful result is highly dependent on the “fitness level” of the key users as the go-live approaches. In both cases – running a marathon and completing a Dynamics NAV ERP implementation – the level of preparation directly affects the outcome!

One key area that is often excluded from preparation when converting to Microsoft Dynamics NAV  is the general education in standard MS Office software – in particular Excel. There are so many aspects of the project where Excel is used that a company must investigate the many low-cost and even free sources of Excel training as a requirement for key users. Continuing education classes offered at facilities easily accessible to the users are a possibility, or make use of materials found on-line. Years ago, I invested in a small MS Office training video library that was made available to the users in our office, and it was a worthwhile investment. Given the use of Excel in data migration, reporting and even testing activities during a project, it has become critical for end-users to have a solid working knowledge of Excel, and it is even necessary to have at least one user with advanced capabilities.

Implementing Dynamics NAV software in your distribution business will be greatly aided by having users that are conversant with Excel.

Topics: distribution software, Navision, Dynamics NAV, Microsoft