Frequently asked questions about the Historical Inventory Trial Balance (HITB) report in Microsoft Dynamics GP.

Transcription

1 Frequently asked questions about the Historical Inventory Trial Balance (HITB) report in Microsoft Dynamics GP. INTRODUCTION This article contains frequently asked questions about the Historical Inventory Trial Balance (HITB) report in Microsoft Dynamics GP. MORE INFORMATION Overview Q1: What is the HITB report used for? A1. The HITB report provides a current and historical value of your items in the inventory module as of a certain date. It can be printed by Account Summary, Account Detail, Item Summary and Item Detail. Q2. What versions of Microsoft Dynamics GP is the HITB report available on? A2. The HITB report is available in Microsoft Dynamics GP 10.0 Service Pack 2 and all later versions. Q3. Why was the HITB report created? A3. This report was created to fill a functionality need. Before the availability of this report, there was not a way to obtain an accurate value for inventory as of a specific date. This report lets you reconcile, both in detail and in summary, historical inventory transactions to the General Ledger to a specific date or date range by account. Q4. Do I have to run an inventory stock count before activating the HITB report? A4. No, it is not a required step. However, adjustments are made to the balance of the inventory accounts in General Ledger based off the current quantities in inventory. So if you are not confident about your inventory quantities, now would be a good time to perform a stock count to make sure that you are working from good numbers on the inventory side. Q5. Can the HITB report be used in one company and not another? A5. Yes, the IV reset is performed on a per company basis. The report would only be available in those companies that you have run the reset tool in. IV Reset Tool Q1. Who must use the IV reset tool? A1. Any company that used the Inventory module before Microsoft Dynamics GP 10.0 Service Pack 2 must use the IV reset tool before they can print the HITB report. Customers who are new to Inventory after GP 10.0 Service Pack 2 and create a new company, have HITB turned on automatically and therefore do not have to use the reset process. Q2. Where can I obtain the IV reset tool? A2. We always recommend that you download and use the latest IV reset tool. The IV reset tool information can be found by using the following links for the supported versions of Microsoft Dynamics GP: PartnerSource CustomerSource

2 Q3. What is the purpose of the IV reset tool? A3. The reset tool is designed to simulate the liquidation of all inventory assets without actually affecting your inventory quantities. The purpose of the reset tool is twofold. First, it is designed to find a starting point where the value of your inventory and the value in General Ledger for your inventory accounts are the same. Second, it populates the new SEE30303 table with beginning balances for each of your items so that the HITB report has starting data. Q4. Will my On Hand quantities be affected by running the IV reset tool? A4. No. Adjustments are typically not made to any quantities as part of the reset process. The current difference between General Ledger and Inventory is made up instead through General Ledger adjustments, not Inventory adjustments. The only exception to this is if the IV Reconcile utility sees that an adjustment needs to be made to the quantity on hand. If it does, then On Hand quantity would be changed, however this would happen if the IV Reconcile utility was run outside of the IV reset tool as well. Q5. How long will it take to run the IV reset process? A5. It depends. The number of items and their open receipts in addition to environmental factors such as network and workstation speed play a part in how long the process will take. We recommend that you perform the IV reset process in a test database before you perform the IV reset process in a live environment so that you can spend the time that you need to work through the tool. This is especially true for any errors that appear during the data integrity check. Q6. Does the IV reset process have to be run from each workstation? More than one time? A6. The reset process only has to be run 1 time. You can do this from any workstation where you loaded the IVReset chunk file. Q7. Do unposted batches have to be posted before running the reset? A7. Yes, all unposted General Ledger batches should be posted before running the reset process. All unposted Purchase Order Processing return batches must also be posted. We also recommend posting all Inventory and Purchase Order Processing Receivings batches. You do not have to post all Sales Order Processing invoices. Q8. Why do I have to run all the reconciles and perform the data integrity checks as part of the IV reset process? A8. Because adjustments are made to General Ledger based off the value in your inventory, we must be assured that the data that makes up that value is valid. The reconcile processes are the same as the reconcile run through the module s Utility menu. However, they must be run through the tool so that progress can be recorded and so that you can move on to the next step. Q9. What errors may I see on the IV HITB Tool Validation Report? A9. There are 13 messages that may appear on the validation report. Here are the messages, what they mean and our recommended action to resolve. Error and # What the error means What you can do Site - Receipt QTY''s do not match IV QTY''s (101) All Sites - Receipt QTY''s do not match IV QTY''s (102) Average Item receipt QTY on hand does not equal IV QTY on hand The quantity in the IV00102 <> the quantity in the IV This examines each of the quantity types. The quantity in the IV00102 <> the quantity in the IV This examines each of the quantity types for the all sites record. This check will examine the most recent "stamped" layer in the IV10200 with a QTYTYPE of 1 and First correct all other errors, and then click Run Data Checks again. If this error is not automatically

3 (103) compare that QTYONHND with the IV00102 QTYONHND for the All Site record. Receipt layer QTY is 0, but not marked as sold (104) Receipt layer QTY is not 0, but is marked as sold (105) Layer is not an override and QTY sold is greater than QTY received (106) Invalid purchase receipt type (107) Serial/Lot tracked item's receipt layer adjusted unit cost does not equal unit cost (108) The receipt in the IV10200 is fully sold, but the RCPTSOLD field is set to 0. The receipt in the IV10200 is still open (QTYRECVD <> QTYSOLD) but the RCPTSOLD field is set to 1. The receipt in the IV10200 has QTYSOLD more than QTYRECVD. The receipt in the IV10200 does not have a value of 1-8 for the PCHSRCTY field. The receipt for a Serial/Lot item has ADJUNITCOST <> UNITCOST for FIFO or LIFO Perpetual items. corrected, contact Technical Support to help determine which quantity is correct for one instance of this error. * (See note below) This could occur if data was imported in incorrectly. The PCHSRCTY field has to be updated to the correct value, depending on the record. 1=Adjustment 2=Variance 3=Transfer 4=Override 5=Receipt 6=Return 7=Assembly 8=In-Transit To correct this error, you can run a script against the company database to update the ADJUNITCOST field so that it equals the UNITCOST Field. UPDATE a SET a.adjunitcost = a.unitcost FROM IV10200 a JOIN IV00101 b ON a.itemnmbr = b.itemnmbr WHERE b.vctnmthd in (1,2) and b.itmtrkop <> 1 and a.rcptsold = 0 and a.adjunitcost <> a.unitcost Account not found (109) The accounts for each of the quantity types are verified in the Item Account Maintenance window, and then the Posting Setup window to see whether there is an account set up. Accounts include: Inventory, In Use, In Service, Damaged and Inventory Returns Add the accounts to either the item or Posting Setup to prevent having to edit the batch in General Ledger later. Account type Profit and Loss (110) The Inventory, In Use, In Inventory accounts should have

4 Item Type not "Sales/Invoice or Discontinued (111) Open layer exists in purchase receipts table where valuation method not stamped (112) Item is on open PO Return (113) Service, Damaged, or Inventory Return account assigned to the item is set up as a Profit & Loss account in the General Ledger. There are records in the IV10200 table for items that are not Sales/IV or discontinued. There are unsold receipts in the IV10200 that do not have the VCTNMTHD field populated. The item is on an unposted purchasing return document. their balance carried over from year to year and be set up as Balance Sheet accounts. To change this, on the Cards menu, point to Financial, and then click Account. Verify that the item is set up correctly. If so, the corresponding records for that item can be deleted with a SQL query tool from the IV10200 and IV10201 tables. This error is common on upgraded data because VCTNMTHD was a new field in Microsoft Dynamics GP 9.0. As soon as all other errors are resolved, use Run Data Checks again and this error will automatically be corrected. The POP return transaction provided in the error message must be deleted or posted prior to proceeding. * Due to the complexity of this error and the data fixing typically needed to correct it, Support will assist with the correction of one instance of it. Assistance with more than one instance of any given error would be considered a consulting engagement. If you are not able to or comfortable with correcting additional instances of this error yourself, and would like more information about consulting engagements that involve HITB, use one of the following methods, depending on whether you are a customer or a partner: Customers : For more information about consulting services, contact your partner of record. If you do not have a partner of record, visit the following web site to identify a partner: Microsoft Pinpoint. Partners : For more information about the Historical Inventory Trial Balance Reset for Microsoft Dynamics GP advisory service we provide, contact Microsoft Advisory Services at 800-MPN-SOLVE or via at askpts@microsoft.com Q10. Which messages on the IV HITB Tool Validation Report have to be corrected before I can continue the reset process? A10. All errors must be corrected before you can continue. The only messages that are not errors are Account not found (109) and Account type Profit and Loss (110). These are warning messages and do not have to be fixed to continue. Note in some cases the errors Average Item receipt QTY on hand does not equal IV QTY on hand (103) and Open layer exists in purchase receipts table where valuation method not stamped (112) will correct themselves as long as no other errors exist on the report. Q11. What do the currency columns on the IV HITB Reset Tool Edit List represent? A11. Current Balance This is the summary balance in General Ledger of the account now. It does not include any values from unposted GL batches. Note Any accounts that are included in unposted General Ledger batches will be denoted with an asterisk in front of them. After Reset This is the value of the account based off unsold receipt layers in the inventory module. To determine this value, we examine the quantity left on all unsold receipt layers in the Purchase Receipts table

5 (IV10200) for each item. Then, depending on the inventory valuation method for the item we take that remaining quantity by the correct cost. These are the cost that will be used: Perpetual unit cost Periodic standard cost Average current cost Difference This is the remaining value when the Current Balance and After Reset columns are compared. The amount in this column is what will remain in the Offset Account that is used for the adjusting entries. Q12. What do I do if an incorrect account appears on or an inventory account is missing from the IV HITB Reset Tool Edit List? A12. The accounts that are listed on the report come directly from the accounts that are assigned to the item in the Item Account Maintenance window for Inventory, In Use, In Service, Damaged and Inventory Returns; or in the Posting Account Setup window if no accounts are assigned in Item Account Maintenance. If changes must be made to the accounts, you can correct them, and then select the Populate Table option again within the IV Reset tool. Doing this immediately changes the output on the report. Q13. Why do adjustments have to be made to General Ledger as part of the reset process? A13. The purpose of the adjustments is twofold. First, we have to make sure that on our starting point that General Ledger and Inventory balance. We do this by making adjustments to General Ledger. Second, we have to populate our HITB (SEE30303) table with beginning balances. Each one of the beginning balances, representing the unsold quantity layer of the item, has to be present in General Ledger with its own journal entry. The increase adjustment we make to the accounts in General Ledger creates this link between the two. Q14. What happens with the value in the Difference column from the IV HITB Reset Tool Edit List? A14. The value represented by the Difference column on the report will be the amount that ends up in the Offset Account that is selected during the reset process. This amount will not be reversed by the system at any time. Q15. The IV HITB Reset Tool Edit List says All accounts listed above must have 0.00 current balance before continuing. Do I have to make adjustments directly in General Ledger and do this? A15. No. Adjustments to the General Ledger accounts will be done automatically as part of the reset process. As soon as the IVCLEAR batch that is created by the tool is posted, the General Ledger balances will be $0. At this point, you will be able to click Next to continue with the step of re-populating those General Ledger accounts. Q16. Why is my Next button unavailable in the IV Reset Tool? A16. The Next button will be unavailable until the current step is completed. As soon as the requirements for the step are done, then the Next button will be available to select. Q17. I have started the IV reset process but cannot finish it today. If I leave the window do I have to start all the steps over again? A17. No. Progress made in the reset process is tracked which enables you to start the process 1 day and complete it the next. Q18. What account should I enter for my Offset Account as part of the IV reset process? A18. While we cannot tell you exactly what account that you will want to use, we suggest that you do not use your regular Inventory Offset account. Instead you may want to set up a new account or select another one that is not used during other inventory processes. Q19. Are site segments supported?

6 A19. Yes. Site segment overrides are supported as part of the IV reset process as denoted by the LOCIVIVINDX field and on the HITB report itself. Q20. Is it recommended that the IV Reset be done first in a Test company that is a copy of Live? A20. Yes. Since all users need to be out of Microsoft Dynamics GP at the time of the reset process, we strongly recommend doing the process in a Test company prior to doing it in a Live company. This allows you to take your time investigating and fixing any data issues that arise during the data integrity checks as well verifying the Difference value on the IV HITB Reset Tool Edit List. It will also provide you an idea of how long the process will take. Q21. My company requires Analytical Accounting information be entered for any transactions that uses our inventory accounts. Do we need to enter AA information for every GL adjustment during the reset process? A21. Yes. In order to keep applicable Analytical Accounting information for these transactions that information will need to be entered prior to posting the adjustment batches. Please note that these transactions are only GL transactions, with no inventory quantities changing. If you choose to not record Analytical Accounting information for the reset transactions AA setup will need to be temporarily changed so that it is not required for any inventory accounts. Q22. This process appears to be more than I will be able to handle. Where can I go to get additional help? A22. We do offer an advisory service (Historical Inventory Trial Balance Reset for Microsoft Dynamics GP) to take users step by step through the HITB set up process. For more information on that service use one of the following methods. Customers : For more information about consulting services, contact your partner of record. If you do not have a partner of record, visit the following web site to identify a partner: Microsoft Pinpoint. Partners : For more information about the Historical Inventory Trial Balance Reset for Microsoft Dynamics GP advisory service we provide, contact Microsoft Advisory Services at 800-MPN-SOLVE or via at askpts@microsoft.com Q23. I would like to start using HITB as of the end of last year. Can I set my User Date in Microsoft Dynamics GP to December 31 st and run the IV Reset tool to get beginning balances as of that day? A23. No. The reset tool is not date sensitive. It will run using all your current data regardless of the User Date in the software. Q24. HITB has been active in our system for a while but I would like to run the IV Reset process again to start over. Is this possible? A24. Yes. If you decide that the data on your HITB report is not accurate and you would like to start over follow these steps. 1. Get all users out of GP. 2. Using SQL delete all the data from the following tables: SEE30303, SEE99997, SEE99998, SEE Using SQL remove the record for codefaulttype of 5597 from the SY01401 table. 4. Log into GP as sa and go through each step of the IV Reset tool as if it had never been done before. Note Since HITB is being started over, it will now only be able to be printed as of the new reset date and going forward. HITB Report

7 Q1. Who has access to see the HITB report? A1. If you create a new company on Microsoft Dynamics GP 10.0 Service Pack 2 or later versions or complete the IV reset process on an existing company, the HITB report will be available in the Inventory Activity reports. Q2. What tables are used to print the HITB report? A2. A new table was created to track information that we have previously never tracked. This new table is the SEE30303 table. The SEE30303 table contains the standard IV transactional fields in addition to the General Ledger journal entry number and override information. This is the only table that is used for the HITB report and tracks every cost change made to an item. Q3. I have to reconcile my inventory value to general ledger for the end of last year. Can I use the HITB report to do this? A3. It depends. If the HITB report was activated at the time of your year-end you will be able to print the report for that time frame. However, if the HITB report was not active at that time, you cannot print the report. The HITB is date sensitive only from the day that you ran the IV reset process going forward. Q4. If I enter a date range on my report, how does that affect what prints on it? A4. If you specify a date range, then any records before the start date will be summed and a BBF record will be shown on the report signifying the value of all those records. Detail of the transactions, whose dates reside within the date range that was specified, will be provided. No transactions after the end date will be shown. Q5. Where do I print the HITB report? A5. As soon as you have completed the reset process the report can be found on the Reports menu when you point to Inventory and then click Activity. Q6. Can the HITB report be used to reconcile to GL for all inventory valuation methods? A6. While the report was primarily designed for companies that use the Average Perpetual method, it can be used for any valuation method. Note If you are on Microsoft Dynamics GP 2010 or earlier, using a Periodic valuation method, you are not using Manufacturing, and you change the Standard Cost of an item either in the Item Maintenance window or during the Inventory Year-end Close process, that cost change will not be written to the HITB report. If you post an adjustment to the inventory account directly in General Ledger for this cost change, then the report and General Ledger will be out of balance. If this is a situation you are encountering, we recommended upgrading to Microsoft Dynamics GP On Microsoft Dynamics GP 2013, changing the Standard Cost of a periodic item is done via the Change Item Standard Cost utility which will update both HITB and GL keeping them in balance. Q7. What does each field on the HITB report represent? A7. Journal Entry the journal entry number that is used in General Ledger to post this transaction Date the date of the document Document Number the number that is used to post the transaction that affected the item Source the module from which the transaction originated Variance Qty the quantity associated with a cost adjustment or cost ripple transaction Quantity the quantity involved in the transaction Unit Cost the unit cost of the increase/decrease transaction. For cost variances it is the difference between the old and new unit cost. Debit Amount (print by Account) - transactional dollars Credit Amount (print by Account) transactional dollars Value (print by Item) extended cost from the transaction

8 Q8. I have gone through the IV reset process but I am not seeing the report. What do I have to do? A8. During the IV reset process, there is a record that is written to the SY01401 table that indicates the reset was done. Because this record is reviewed at the time that you log on to Microsoft Dynamics GP, you must log off and back in to see the report in the Inventory Activity reports. If you have logged off and back in, then check the security for the HITB report. Follow these steps: 1. On the Microsoft Dynamics GP menu, point to Setup, point to System, and then click Alternate/Modified Forms and Reports. 2. Select the ID. 3. In the Product dropdown, click HITB Report. 4. In the Type dropdown click Reports. 5. Expand Inventory, and then click to select HITB Report under each report. If you are still not seeing the report, then you have a damaged reports dictionary (reports.dic). Have everyone exit Microsoft Dynamics GP and rename the reports.dic. When you start Microsoft Dynamics GP, if you can see the HITB report, then you will want to re-create your reports dictionary. That can be done following the steps from KB article # Q9. As soon as the HITB report is being used, for what purpose would I print the Historical Stock Status report (HSSR)? A9. As soon as the HITB report is in place, you may not have to print the HSSR. The HSSR, like HITB, can be used to provide an accurate quantity of your inventory items as of a certain date. However because the HSSR does not report all the possible cost adjustments that can occur, it should not be used to reconcile to the General Ledger. HITB should be used instead. Q10. As soon as the HITB report is used, for what purpose would I print the Stock Status report? A10. Depending on your valuation method, you can use the Stock Status report to reconcile between Inventory and General Ledger as of the current date. For FIFO or LIFO valuation methods and On Hand quantity type, this information will be accurate. For the Average valuation method, the Stock Status should not be used to tie to the General Ledger. Q11. I have printed my HITB report and compared the value to what is in General Ledger. They are different. Why? A11. There are certain circumstances that will cause GL and inventory not to tie. The following are some examples that will cause differences. 1. A transaction affected the inventory account is entered directly in the General Ledger Transaction Entry window. Note You should not make adjustments directly to General Ledger as HITB will not have visibility to that transaction. As soon as you have implemented HITB, you will want to limit these occurrences as much as you can. 2. A transaction affecting an item is not posted through to General Ledger. 3. You have not posted all batches that are located in Financials Series Posting that include entries to your inventory accounts. For more examples, see KB article # Q12. I have printed my HITB report and compared the value to what is in General Ledger. They are different. How can I find where these differences are to be able to fix them? A12. Use the Reconcile to GL process found under Financial routines for the Inventory module to determine the transactions that are Unmatched or Potentially Unmatched between HITB and GL. This routine is available starting on Microsoft Dynamics GP For versions prior that, the reconciliation process

9 between HITB and General Ledger is manual. However because the SEE30303 table stores the General Ledger Journal Entry Number (JRNENTRY) for each transaction that affected the item, a SQL query or an Excel comparison could be used to see what is missing from one place or the other. Investigation must be performed to determine why a transaction is not in both locations. Q13. I am printing my HITB report in detail and noticed an item that has no quantity. However there is still an inventory value. How can this be? A13. When you use an Average Perpetual valuation method your items go into your inventory using the actual cost and they are relieved using the average cost. If there are multiple increase transactions for an item on the same day with various costs, as soon as the quantity is depleted you will have a remaining balance in your inventory account. Therefore you also have a remaining balance on your HITB report for that item. This is correct as that same value is still represented in General Ledger. For a more detailed example, refer to KB article # Q14. Where can I access more information about the SEE30303 (HITB table)? A14. Refer to the document titled HistoricalInventoryTrialBalanceWhitePaper.pdf at the following location. PartnerSource: CustomerSource: e Q15. I just ran Inventory Reconcile and adjustments were made to my Quantity on Hand. Will this affect my HITB report? A15. No. When the Inventory Reconcile updates a quantity on a purchase receipt layer the HITB is not updated. The General Ledger is also not affected when this happens, so your HITB report and General Ledger trial balance should still balance. Where you would see a difference is on the Stock Status report. Your quantities would not be the same between the Stock Status and HITB reports. Investigation would need to take place to determine the correct quantity for the item(s) in question. Q16. How often should the HITB report be printed? A16. We recommend printing the HITB report immediately following the finalization of the IV Reset to confirm that the value on the report matches what is in GL. We would also recommend printing the report daily (at least for awhile) until you are comfortable that the numbers are what is expected. Once you are comfortable that the report is being updated as expected, then you can print it at your discretion as needed.