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Monday, December 1, 2014

How to Remedy the Dynamics GP Fixed Assets GL Posting Error

Posted by Katja Brinck

When GP 2013 was first released, it included a lot of enhancements to the Dynamics GP Fixed Assets module. (See the new features that were released in our past post 5 New Features of the Fixed Asset Module in Microsoft Dynamics GP 2013).

Today, I would like to bring your attention to a bug you may encounter in Fixed Assets in GP 2013 when running the GL Posting routine. (I admit this is a rather random error, but luckily, there is an easy work-around!)

When does it occur?

When you run one of the Fixed Assets routines, such as depreciation, the last step is to run the GL Posting process so it creates the batch to be posted in the General Ledger. If the number of distributions in your posting happens to be in multiples of 50, you may get the following error message when clicking the Post button in the Fixed Assets General Ledger Posting window: “Index 0 of local array is out of range in script FA_GL_Posting_Post2_Detail.” This error message will occur if you have 50 distribution lines, 100 distribution lines, 150 distributions lines, and so on, but if you have 51, 101, or 151, you will be fine.

Is there a work-around?

Yes, there is a work-around to avoid this error. While there is a fix if you do get the error (see below), the best option would be to avoid getting this error message in the first place. Here are the recommended steps to avoid this error completely:

1). Once you have completed your additions, depreciation, or retirements, open up the Fixed Assets General Ledger Posting window, insert your date range, and click the Process button to populate the window of transactions to post.

2). Don’t click the Post button yet! Before posting, print the edit list to screen, and scroll to the bottom to view the number of distributions.

How to Remedy the Dynamics GP Fixed Assets GL Posting Error
   a. If the number of distributions is not a multiple of 50, you may post your batch and proceed as normal.
   b. If the number is a multiple of 50, do not post. Proceed to step 3.
How to Remedy the Dynamics GP Fixed Assets GL Posting Error

3). Delete the batch, and then recreate your fixed assets batch by entering a range for a subset of assets, along with your desired period range.

How to Remedy the Dynamics GP Fixed Assets GL Posting Error

a. As an example, if you have asset IDs between 1000 and 2000, enter a range of asset IDs from 1000 to 1775. (Note: The number of assets doesn’t necessarily correspond to the number of distribution lines.)

b. Click process to create your batch, print the edit list to screen, and scroll to the bottom. Hopefully the number of distributions is no longer a multiple of 50. If it is not, you are okay to post. Then you will need to run the GL posting again for the remaining assets of 1776 to 2000. Process, print edit list and post. Any time you find yourself with distributions in multiples of 50, select a different range of assets to process.

How to Remedy the Dynamics GP Fixed Assets GL Posting Error

But, what if I get the error message?

How to Remedy the Dynamics GP Fixed Assets GL Posting Error

If you end up posting with distributions in a multiple of 50, and receive this error message, the GL batch will be created, but may get stuck in a “Receiving” status. Running the standard process to clear a stuck batch will free up the GL batch so that it can be posted (Microsoft Support for A batch is held in the Posting, Receiving, Busy, Marked, Locked, or Edited status in Microsoft Dynamics GP). However, your Fixed Assets batch will remain in an unposted state in the Fixed Assets module. If this happens, first make sure that the GL batch ties to your expected posting from Fixed Assets. Once you confirm the numbers are correct, you can post the GL batch.

In order to clear the Fixed Assets batch so that it will also show as posted, you will need access to the SQL server. It is recommended that the following steps be performed along with your Microsoft partner. As always, a backup of your company database should be taken prior to any SQL updates.

The first script is to view the fixed assets batch in the Fixed Assets Batch Header table (FA15000). (Note: Replace XXXXX with your Fixed Assets batch number, which may be something like FATRX00000101.) For comparison, you can also run this for one of the batches that posted successfully, so you can see the difference in the result for the POSTED and JRNENTRY fields.

Select POSTED, JRNENTRY, * from FA15000 where GLINTBTCHNUM = ‘XXXXX’

You will notice that your “stuck” Fixed Assets batch will have a POSTED value of “0”, and the JRNENTRY will be blank. For a Fixed Assets batch that was previously processed successfully, the POSTED status will show as “1”, and then JRNENTRY field will be populated.

The second script will update the posted status of the batch and add the journal entry from the posting. Note: Replace XXXXX with your Fixed Assets batch number, which may be something like FATRX00000101. Replace ZZZZZ with the journal entry that was created by the Fixed Assets posting.

Remember, take a backup before running any updates!

Update FA15000 set POSTED = ‘1’, JRNENTRY = ‘ZZZZZ’ where GLINTBTCHNUM = ‘XXXXX’

Running the update statement will clear the stuck Fixed Assets batch from the Fixed Assets General Ledger Posting window and make it available through Dynamics GP Fixed Assets Batch Inquiry.

Microsoft is planning to fix this bug in their next release of GP; but for now, just be careful any time you have to post – printing the edit list will let you know whether to post or take a moment to break up the posting into smaller ranges.

Check out more on Microsoft Dynamics GP or contact help@amllp.com for assistance.

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