View source for Information Systems:Journal in Error

=Journal Does Not Post=

Sometimes a journal does not automatically post to the G/L.  It could be because something is wrong with an individual entry, or because something in it does not balance (to zero).  You can tell which, by going into ‘work with journals in error’, and looking at the journal.  

 *VA/480B*  Journal maintenance                       1/22/15 09:22:36 FSR11001 
            Select journal                                                      
 -------------------------------------------------------------------------------
    Year Journal     Transaction type                User        Date           
 5  15    8953       A/P batch invoices              EDIUSER     1/21/15        
                                                                                
                                                                                
 ------------------------------------------------------------------------------ 
    Year Journal                                     User                       
    __   _____                                       __________                                                                          
   
Select the journal to see the transactions.                                                                             
                                                                                
 *VA/480B*  Journal maintenance - A/P invoices        1/22/15 09:23:57 FSR12101 
            Invalid transactions                                                
 -------------------------------------------------------------------------------
 Accounting year..... 15                Journal number......  8953              
 -------------------------------------------------------------------------------
     Dt   Doc no Supplier no Name                                   Amount      
 5   EIN   66442 21948       MERCK CANADA INC.                              *   
                                                                                
 -------------------------------------------------------------------------------
 F8=Valid transactions                                                          
                                                                                
If there are no ‘invalid transactions’, the journal is out of balance (see the section ‘Out of Balance’ to correct this).  If there is, select one to see, and correct, the details.

 *VA/480B*  Journal maintenance - A/P invoices        1/22/15 09:25:49 FSR12104 
 -------------------------------------------------------------------------------
 Accounting year..... 15                Journal number......  8953              
 -------------------------------------------------------------------------------
 Supplier number..... 21948             Supplier invoice no. 7178018779         
 Document type....... EIN               Voucher type........ 33                 
 Document number.....   66442           Voucher number...... 3302554            
 Document date....... 012115            Voucher date........ 012115             
 Due date............                   Accounting period... 1512               
 Transaction amount..        4869.97    Transaction currency CAD                
 System amount....... _______________                                                          
 Primary amount......                   Primary currency.... CAD                
 VAT amount..........         14.470-   Turnover amount..... ____________                   
 Exchange rate period M                                                         
 Exchange rate level. M                 Cost centre......... _______                   
 Exchange rate time.. 001501            Import code......... 1                  
 Terms of payment....                   Supplier bank....... ___                   
 Bank reference no... _______________________________                                                          
 Text................ __________________________                                                          
 Supplier inv date... 012115            Reception date...... 012215             
 Attestor............ NO ATTESTO        Approved for payment N                  
 Payment mode........                   Payment stop code... __                   
                                                                                
 VAT must have same sign as transaction if entered                              

This is a problem with the EDI data received (document type EIN is an EDI invoice).  The correction is to take the minus sign off of the VAT (European terminology for tax).  Then go to the section ‘Manually Post Batch’)’

==Out of Balance==

If there are no invalid transactions, press F3 to see the totals.

 *VA/480B*  Journal maintenance - G/L postings        8/20/15 08:39:53 FSR11105 
 -------------------------------------------------------------------------------
 Accounting year..... 16                Journal number......  5166              
 Journal date........  8/19/15                                                  
 -------------------------------------------------------------------------------
 Per  Vt  Vou no            Debit            Credit        Difference           
 1607 80 8000167       1644464.71        1644469.71              5.00-          
 -------------------------------------------------------------------------------
 Forced update....... N                                                         
                                                                                
So far, we have had two different reasons for a journal to be out of balance; when the tax status has been changed, or when processing credit card transactions has failed.  

===Sales Tax===

Base ASW (at least the version modified for the US) has different levels of tax (state, county, etc) but they all add to one bucket – both when they print on the invoice, and add to the G/L.  We need to keep provincial and federal taxes separate.  We have modified DMR343 (invoice generation) to recalculate the individual sales taxes.  Very occasionally, when it does this, it does not agree with total tax amount previously calculated by ASW.  Which means the detail taxes that print on the bottom of the invoice, and the journal entries created, do not add up to the invoice total.  This happens so rarely, and the program is so complex, that I have been fixing the symptoms rather than fixing the source of the problem.

To find out which invoice has the problem, go to System Management / Query Manager / Run a Query Request.  Run FINJERROR.

                                      Display Spooled File                                                        
 File  . . . . . :   QPQUPRFIL                                     Page/Line   1/24          
 Control . . . . .                                                 Columns     1 - 130       
 Find  . . . . . .                                          
 *...+....1....+....2....+....3....+....4....+....5....+....6....+....7....+....8....+. 
                           QUERY NAME . . . . . JOURNERR2                                                            
                           LIBRARY NAME . . . . XX2480BP                                                             
                           FILE         LIBRARY      MEMBER       FORMAT                                             
                           JETOTAL      QTEMP        JETOTAL      JETOTAL                                            
                           DATE . . . . . . . . 12/02/14                                                             
                           TIME . . . . . . . . 12:56:40    
                                                         
                     show out of balance document        12/02/14  12:56:40  PAGE    1 
                                                                                                     
 Docu   Doc no     Amount   
 type                                              
 INV   7711150       5.00-                                                                                                          
 F3=Exit   F12=Cancel   F19=Left   F20=Right   F24=More keys 

You can reprint this invoice to see what it’s done.  Typically, the modifications have calculated a tax when base ASW didn’t.  To fix it, use [[DFU]] on file UZIVLIL3 in library UP1480BFVA.  

 WORK WITH DATA IN A FILE                       Mode . . . . :   CHANGE         
 Format . . . . :   UZIVLIR                     File . . . . :   UZIVLIL3       
                                                                                
 IVINV#: 7711150                         IVINVL: _____                               
                                                                                
                                                                                
 F3=Exit                 F5=Refresh               F6=Select format              
 F9=Insert               F10=Entry                F11=Change                    

Key in the invoice number, and press enter.  Press page down until you see the incorrect tax amount.

WORK WITH DATA IN A FILE                       Mode . . . . :   CHANGE         
 Format . . . . :   UZIVLIR                     File . . . . :   UZIVLIL3       
                                                                                
 IVINV#: 7711150                         IVINVL:   1                            
 IVUNI#:   2286388                       IVPLNO: _________                               
 IVORNO: 3230094                         IVORLN:    10                          
 IVIDAT: 20141201                        IVDUED: 20141225                       
 IVTYPP: 1                               IVINYR: 2014                           
 IVTRMS: Z80                             IVTRSO: ORD                            
 IVITEM: 02002657                                                               
 IVTAX1:        5000                     IVTAX2: _______________                               
 IVTAX3:                                 IVTAX4: _______________                               
 IVTAX5:                                 IVDIAM: _______________                               
 IVDIPC:                                 UZADBY: ANGELAC                        
 UZADCE: 20                              UZADYR: 14                             
 UZADMO: 12                              UZADDY:  1                             
 UZADTI:  84423                          UZUPBY: _______                               
 UZUPCE:                                 UZUPYR: __                               
 UZUPMO:                                 UZUPDY: __                               
 UZUPTI: ______                                                                       
                                                                                
 F3=Exit                 F5=Refresh               F6=Select format              
 F9=Insert               F10=Entry                F11=Change                    
                                                                                
Remove the sales tax, and press enter to update the file.  You can reprint the invoice, and it will be correct.

But the journal entries created are still out of balance.  To know how to fix them, you will have to see what was generated.  

On an ASW command line, key in  WRKQRY  and press enter.

                               Work with Queries                                
                                                                                
 Type choices, press Enter.                                                     
                                                                                
   Option  . . . . . .   1              1=Create, 2=Change, 3=Copy, 4=Delete    
                                        5=Display, 6=Print definition           
                                        8=Run in batch, 9=Run                   
   Query . . . . . . .                  Name, F4 for list                       
     Library . . . . .     QTEMP        Name, *LIBL, F4 for list                
                                                                                
                                                                                
                                                                                
                                                                                
 F3=Exit       F4=Prompt       F5=Refresh       F12=Cancel                      

Key in option 1, and press enter.

                                Define the Query                                
                                                                                
 Query . . . . . . :                     Option  . . . . . :   CREATE           
   Library . . . . :     QTEMP           CCSID . . . . . . :   65535            
                                                                                
 Type options, press Enter.  Press F21 to select all.                           
   1=Select                                                                     
                                                                                
 Opt    Query Definition Option                                                 
  1     Specify file selections                                                 
  _     Define result fields                                                    
  1     Select and sequence fields                                              
  1     Select records                                                          
  _     Select sort fields                                                      
  _     Select collating sequence                                               
  _     Specify report column formatting                                        
  _     Select report summary functions                                         
  _     Define report breaks                                                    
  _     Select output type and output form                                      
  _     Specify processing options                                              
                                                                                
 F3=Exit            F5=Report          F12=Cancel                               
 F13=Layout         F18=Files          F21=Select all                           
                                                                                
Select these three options, and press enter.

                            Specify File Selections                             
                                                                                
 Type choices, press Enter.  Press F9 to specify an additional                  
   file selection.                                                              
                                                                                
   File . . . . . . . . .   sroovf         Name, F4 for list                    
     Library  . . . . . .     UP1480BFVA   Name, *LIBL, F4 for list             
   Member . . . . . . . .   *FIRST         Name, *FIRST, F4 for list            
   Format . . . . . . . .   *FIRST         Name, *FIRST, F4 for list            
                                                                                
                                                                                
 F3=Exit           F4=Prompt          F5=Report            F9=Add file          
 F12=Cancel        F13=Layout         F24=More keys                             
                                                                                
Key in file SROOVF and library UP1480BFVA, then press enter twice.

                          Select and Sequence Fields                            
                                                                                
 Type sequence number (0-9999) for the names of up to 500 fields to             
   appear in the report, press Enter.                                           
                                                                                
 Seq   Field             Text                                          Len  Dec 
    1  OVDIM1            Account part 1                                 20      
    1  OVDOTY            Document type                                   3      
    1  OVIDNO            Document number                                 7    0 
    1  OVDODT            Document date                                   8    0 
    1  OVLAMO            Amount system currency                         17    3 
    1  OVTEXT            Description                                    30      
       OVGRIW            Group id/work station                          10      
       OVTYP1            Type 1                                          1      
       OVTYP2            Type 2                                          1      
       OVSTAT            Status                                          1      
       OVDIM2            Account part 2                                 20      
       OVDIM3            Account part 3                                 20      
                                                                                
                                                                                
                                                                       More...  
 F3=Exit          F5=Report         F11=Display names only    F12=Cancel        
 F13=Layout       F20=Renumber      F21=Select all            F24=More keys     

Select these six fields, and press enter twice.

                                 Select Records                                 
                                                                                
 Type comparisons, press Enter.  Specify OR to start each new group.            
   Tests:  EQ, NE, LE, GE, LT, GT, RANGE, LIST, LIKE, IS, ISNOT...              
                                                                                
 AND/OR  Field             Test   Value (Field, Number, 'Characters', or ...)   
         OVIDNO            EQ     7711150________________________                                    
  ____   _______________   _____  _______________________________
  ____   _______________   _____  _______________________________
  ____   _______________   _____  _______________________________       
 _____________________________________________________________________________
 Field           Text                                                  Len  Dec 
 OVDIM1          Account part 1                                         20      
 OVDOTY          Document type                                           3      
 OVIDNO          Document number                                         7    0 
 OVDODT          Document date                                           8    0 
 OVAMTR          Amount transaction currency                            17    3 
                                                                       More...  
 F3=Exit          F5=Report          F9=Insert          F11=Display names only  
 F12=Cancel       F13=Layout         F20=Reorganize     F24=More keys           
                                                                                
Key in this ‘field’ and ‘test’, and the invoice number.  Press F5 to see the report.

                                             Display Report                                                            
                                                                              Report width . . . . . :      98  
 Position to line  . . . . .                                                  Shift to column  . . . . . .          
 Line   ....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+....8....+....9....+...                          
        Account part 1        Docu   Doc no      Doc        Am trans curr   Description                                             
                              type               date                                                                               
 000001 122000                INV   7711150  20141201               5.000-  Gross sales                840                          
 000002 210700                INV   7711150  20141201               7.000-  Gross sales                840                          
 000003 900000                INV   7711150  20141201             100.000-  Gross sales                840                          
 000004 122500                INV   7711150  20141201               5.000-  GST payable                960                          
 000005 120000                INV   7711150  20141201             112.000   NANOOSE MEDICINE CT INV7711150                          
 ****** ********  End of report  ********                                                                                           

The line for 'GST payable' is the one that should not have been generated.  This example is for an invoice that accounting did; the PST and GST were done manually using fictitious items.  They should not have been generated automatically.

 *VA/480B*  Invoice enquiry                           2/10/15 11:35:07 DMR12106 
 -------------------------------------------------------------------------------
 Invoice number...... 7711150            Date................ 12/01/14          
 -------------------------------------------------------------------------------
 Invoice customer.... 11305              Customer............ 11305             
 Name.... NANOOSE MEDICINE CENTRE        Del addr NANOOSE MEDICINE CENTRE       
 Order number........ 3230094            Order date.......... 12/01/14          
 -------------------------------------------------------------------------------
    Line Wh  Item/Unit      Qty S.unit Del dat         Price P.unt      Amount  
      1  MAI 02002657 500 FLYERS (MC) -  DEC/15                                 
                              1 EA     12/01/14       100.00 EA          100.00 
      2  MAI 02081263 GST                                                       
                              1 EA     12/01/14         5.00 EA            5.00 
      3  MAI 02000065 PST                                                       
                              1 EA     12/01/14         7.00 EA            7.00 
                                                                                
 F6=View controls  F7=Create invoice copy                                       
                                                                                
Do a forced update of this journal (see the section ‘Manually Post Batch), which will bring it into balance by adding a 5.00 debit to account 730200 ‘Out of Balance’.

Then you will need to do a manual entry to correct this.  

 Debit 		5.00		122500	GST - collected
 Credit		5.00		730200	Out of Balance

===Debit / Credit Card Transactions===

Transactions through the debit / credit card machines in our shareholder stores come to us; we then apply them against the stores’ accounts receivable.  

See ‘Bank EDI / Bank EDI Does Not Post / To Post Manually’ for an explanation of what happened.

The user will get the message – 

                               Work with Messages                               
                                                             System:   BART     
 Messages in:   NANCYN                                                          
                                                                                
 Type options below, then press Enter.                                          
   5=Display details and reply                                                  
                                                                                
 Opt   Message                                                                  
         From  . . :   NANCYN         04/14/15   10:25:44                       
       No error was found in A/R payment journal 1844 (year 16), so update will 
         proceed                                                                
         From  . . :   NANCYN         04/14/15   10:24:59                       
       G/L transaction journal 1845 (year 16) is in error, no update will be    
         performed                                                              
         From  . . :   NANCYN         04/14/15   10:24:57                       
       Job 965499/NANCYN/AR_PAYMBAT completed normally on 04/14/15 at 10:24:07. 
       No error was found in G/L transaction journal 1843 (year 16), so update  
         will proceed                                                           
         From  . . :   NANCYN         04/14/15   10:24:07                       
       No error was found in A/R payment journal 1843 (year 16), so update will 
                                                                        More... 
 F1=Help   F3=Exit   F5=Refresh   F12=Cancel   F17=Top   F18=Bottom             
 F21=Select assistance level      F22=Display list details                      


To find out which voucher has the problem, go to System Management / Query Manager / Run a Query Request.  Run FINJERROR.

                                      Display Spooled File                                                        
 File  . . . . . :   QPQUPRFIL                                    Page/Line   1/24          
 Control . . . . .                                                Columns     1 - 130       
 Find  . . . . . .                 
 *...+....1....+....2....+....3....+....4....+....5....+....6....+....7....+....8....+. 
                                        QUERY NAME . . . . . JOURNERR2 
                                        LIBRARY NAME . . . . XX2480BP 
                                        FILE         LIBRARY      MEMBER       FORMAT
                                        JETOTAL      QTEMP        JETOTAL      JETOTAL 
                                        DATE . . . . . . . . 04/14/15 
                                        TIME . . . . . . . . 14:19:20
                                                   show out of balance document
 04/14/15  14:19:20  PAGE    1 
 Docu   Doc no     Amount
 type  
 GLC   7500250    2796.94- 
 * * *  E N D  O F  R E P O R T  * * *      
                     
  F3=Exit   F12=Cancel   F19=Left   F20=Right   F24=More keys

Do the same query on SROOVF that is in the section ‘Out of Balance – Sales Tax’, except add a sort by description OVTEXT).   
                                                                                                                                                                Display Report 
                                                                              Report width . . . . . :      98  
 Position to line  . . . . .                                                  Shift to column  . . . . . .
 Line   ....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+....8....+....9....+... 
        Account part 1        Docu   Doc no      Doc        Am trans curr   Description
                              type               date
 000001 100100                GLC   7500250  20150414           2,021.680   Account correction: AMX
 000002 730200                GLC   7500250  20150410          -2,796.940   Account correction: AMX 
 000003 730200                GLC   7500250  20150414          -2,021.680   Account correction: AMX
 000004 100400                GLC   7500250  20150410          56,141.720   Account correction: DBT
 000005 100400                GLC   7500250  20150414          61,011.190   Account correction: DBT
 000006 730200                GLC   7500250  20150410         -56,141.720   Account correction: DBT
 000007 730200                GLC   7500250  20150414         -61,011.190   Account correction: DBT
 000008 100400                GLC   7500250  20150410          34,967.920   Account correction: MC
 000009 100400                GLC   7500250  20150414          90,784.410   Account correction: MC
 000010 730200                GLC   7500250  20150410         -34,967.920   Account correction: MC
 000011 730200                GLC   7500250  20150414         -90,784.410   Account correction: MC
 000012 100400                GLC   7500250  20150410          76,631.900   Account correction: VIS
 000013 100400                GLC   7500250  20150414         160,622.210   Account correction: VIS
 000014 730200                GLC   7500250  20150410         -76,631.900   Account correction: VIS
 000014 730200                GLC   7500250  20150414        -160,622.210   Account correction: VIS

You can see by the document dates that this includes two sets of bank EDI transactions; one on Apr 10, and the other on Apr 14.  For each date, each card type has a pair of transactions; debit the bank (100100 or 100400), and credit the out of balance account (730200; in this case used for temporary postings).  You can see that the second line does not have the corresponding debit to the bank.

Force the out of balance journal to post – not as FINADMIN – to put the out of balance amount to 730200.  (See [[Finance#Manually Post Batch]] for instructions.)  Then manually transfer from 730200 to the correct bank.

==Entry Generated Incorrectly==

G/L entries are automatically generated by sales, receiving, and transactions in the warehouse.  To see how this is done, look at the section ‘Generated Journal Entries’.

 *VA/480B*  Journal maintenance - G/L postings        2/10/15 11:40:01 FSR11104 
 -------------------------------------------------------------------------------
 Accounting year..... 16                Journal number......   185              
 -------------------------------------------------------------------------------
 Main   Grou Subg Cost Pro                                                      
 ______ ____ ____ ____ ___                                                                               
                                                                                
 Accounting period... 1601              Translation period..                    
 Voucher date........ 020615            Document date....... 020515             
 Voucher type........ 83                Document type....... GLB                
 Voucher number...... 8300004           Document number..... 8183924            
 Transaction amount..          21.42                                            
 Quantity............          1.000                                            
 Quantity code.......                                                           
 Transaction currency CAD                                                       
 System amount.......          21.42                                            
 VAT amount..........                                                           
 VAT am trans curr...                                                           
 Text................ Stk val fict.item          903                            
 VAT handling code... USST                                                      
 System identity..... G/L                                                       
                                                                                
 Account for Main must be entered                                             +

This is from PO 8183924; so find a line on it for 21.42.

 *VA/480B*  Purchase order enquiry                    2/10/15 11:46:14 DMR11904 
            Order lines                                                         
 -------------------------------------------------------------------------------
 Supplier.... 24277       AURO PHARMA               Order value.                
 Order type..          BE Price Variance - charge t Ord val CAD                 
 Order number     8183924                                                       
 -------------------------------------------------------------------------------
   Line Whs Item/Unit   Quantity  Disp dat        Price  P.unt  Discount   Sts  
     10 RET 02396737 AURO-GABAPENTIN 300MG CAPSULES                             
            EA                  5.00  02/04/15        25.30                60   
     20 RET 02396711 AURO-CYCLOBENZAPRINE 10MG TABS                             
            EA                  2.00  02/04/15        37.27                60   
     40 RET 02362598 AURO-MIRTAZAPINE OD 15MG TABS                              
            EA                  5.00  02/04/15         2.93                60   
     50 RET 02362606 AURO-MIRTAZAPINE OD 30MG TABS                              
            EA                  5.00  02/04/15         7.44                60   
     60 RET 02362614 AURO-MIRTAZAPINE OD 45MG TABS                              
            EA                 20.00  02/04/15         8.78                60   
     70 RET 02001832 VENDOR DISCOUNT                                            
            EA                     1- 02/04/15        21.42                60   
                                                                                
 F6=View Controls  F7=Print  F8=Addresses  F9=Header                            
                                                                                
Transaction types 903 (stock value fictitious item) uses the account group to build the journal entry.   Most of them have been left blank, so that the G/L numbers can be manually keyed into the journal.  This is easier, as the user can decide exactly where they want the entry to go; instead of having to configure every possible entry in Transaction Types, and the user knowing all of them.

Normally, Nancy has to correct this.  If she is unavailable, key account number 210100 into ‘Main’, and manually post the batch.  Provide the details to Nancy, so she can adjust it when she can.  Do not leave it until she is available, as it will delay the update  of the G/L even more.

==Manually Post batch==

Very important – if you are posting a journal that is out of balance, do NOT sign in as FINADMIN!  That is a special profile that will NOT create a balancing entry first – it will post the journal as out of balance, and will put the G/L out of balance.  Only do this if you are trying to correct the G/L when it is already out of balance!

Look at the details of the journal that is in error.  There should be no invalid transactions.

 *VA/480B*  Journal maintenance - A/P invoices        1/22/15 09:42:31 FSR12101 
            Invalid transactions                                                
 -------------------------------------------------------------------------------
 Accounting year..... 15                Journal number......  8953              
 -------------------------------------------------------------------------------
     Dt   Doc no Supplier no Name                                   Amount      
                                                                                  
 -------------------------------------------------------------------------------
 F8=Valid transactions                                                          
                                                                                
Press F3.

 *VA/480B*  Journal maintenance                       1/22/15 09:45:14 FSR11004 
            Update prompt                                                       
 -------------------------------------------------------------------------------
 Year/Journal number. 15    8953  A/P batch invoices                            
 -------------------------------------------------------------------------------
                                                                                 
 Printer queue....... PRT01                                                     
 Number of copies....  1                                                        
 Hold on spool file.. N                                                         
                                                                                
 F12=Journal selection                                                          
  
Press enter to update.  Go back to a command line, and key in DSPMSG and press enter.  When the update has completed, you will see something like -                                                                               

                               Work with Messages                               
                                                             System:   BART     
 Messages for:   SHEILAV                                                        
                                                                                
 Type options below, then press Enter.                                          
   5=Display details and reply                                                  
                                                                                
 Opt   Message                                                                  
                            Messages needing a reply                            
       (No messages available)                                                  
                                                                                
                          Messages not needing a reply                          
 _     Job 494208/SHEILAV/AP_INV_BAT completed normally on 01/22/15 at          
         09:46:28.                                                              
 _     No error was found in G/L transaction journal 8953 (year 15), so update  
         will proceed                                                           
         From  . . :   SHEILAV        01/22/15   09:46:28                       
 _     No error was found in A/P invoice journal 8953 (year 15), so update will 
         proceed                                                                
         From  . . :   SHEILAV        01/22/15   09:46:28                       
                                                                         Bottom 
 F1=Help      F3=Exit   F5=Refresh   F6=Display system operator messages        
 F12=Cancel   F17=Top   F18=Bottom   F24=More keys                              

This shows that the post has completed properly.  If you go back into ‘work with journals in error’ there will be nothing there.