To continue after an interruption that occurs during a Payables Management check run, follow these steps.
Step 1: Restore Microsoft Dynamics GP from a backup
To continue after a check run is interrupted, restore Microsoft Dynamics GP from a backup, and then try to continue the check run. If the check run is successful after you restore the backup, no additional steps are required.
If you cannot resolve this problem by restoring Microsoft Dynamics GP from a backup, follow these steps:
1. Make sure that you have a current backup of the company database. To back up the company database in Microsoft Dynamics GP, follow these steps:
a. Have all users log out from Microsoft Dynamics GP.
b. On the File menu, click Backup.
c. In the Company Name list, click the company that you want to back up.
d. In the Select the backup file box, click the yellow folder to open the location in which you want to put the backup file.
2. View the contents of the following tables to verify that all users are logged out:
DYNAMICS..ACTIVITY
DYNAMICS..SY00800
DYNAMICS..SY00801
TEMPDB..DEX_LOCK
TEMPDB..DEX_SESSION
To do this, run the following script.
Note When all users are logged out of Microsoft Dynamics GP, the tables that are listed in this step contain no records.
3. If no results are returned, go to step 4. Otherwise, clear the stuck records by using any of the following appropriate scripts.
SELECT * FROM DYNAMICS..ACTIVITY
SELECT * FROM DYNAMICS..SY00800
SELECT * FROM DYNAMICS..SY00801
SELECT * FROM TEMPDB..DEX_LOCK
SELECT * FROM TEMPDB..DEX_SESSION
4. Run the following script against the company database.
Notes
Replace XXX with the batch number or the name of the batch that you are trying to post or select in Microsoft Dynamics GP.
The value of BACHNUMB is the same as the value of the Batch ID window in Microsoft Dynamics GP.
5. Verify the accuracy of the transactions.
6. Go to "Step 2: Use the appropriate method."
For more information about restoring Microsoft Dynamics GP from a backup, click the following article number to view the article in the Microsoft Knowledge Base: 850289 (https://support.microsoft.com/kb/850289/ ) A batch is held in the Posting, Receiving, Busy, Marked, Locked, or Edited status in Microsoft Dynamics GP
Step 2: Use the appropriate method
After you follow the steps in "Step 1: Restore Microsoft Dynamics GP from a backup," determine which method you should use:
If the checks were not printed, use Method 1.
If the checks were printed, use Method 2.
If all the checks in the check run were printed, but if the checks were only partly posted, use Method 3.
If all the checks in the check run were printed, but if the checks were not posted, use Method 4.
Method 1: The checks were not printed
1. After you have completed the steps in "Step 1: Restore Microsoft Dynamics GP from a backup," and if the status of the batch is Available, print and edit list of the batch so that you know what is included in the batch.
To print a batch edit list, follow these steps:
a. On the Transactions menu, point to Purchasing, and then click Print Checks.
b. In the Print Payables Checks window, select the Payables batch in the Batch ID field.
c. Click Print.
d. When the Report Destination window appears, select the appropriate report destination, and then click OK.
2. Run the Check Links operation on the Payables Transaction logical files, and then delete the batch.
Because the batch may be damaged, do not reprint and post the batch.
To run the Check Links operation, follow these steps:
a. For Microsoft Dynamics GP 9.0, point to Maintenance on the File menu, and then click Check Links. For Microsoft Dynamics GP 10.0 and Microsoft Dynamics GP 2010, point to Maintenance on the Microsoft Dynamics GP menu, and then click Check Links.
b. In the Series list, click Purchasing.
c. In the Logical Tables list, click Payables Transaction Logical Files, and then click Insert to move this file to the Selected Tables list.
d. Click OK.
e. When you are prompted, select a report destination, and then click OK.
3. Re-enter the checks.
You can re-create Payables checks from one of the following locations:
Select Payables Checks window
To access the Select Payables Checks window, point to Purchasing on the Transactions menu, and then click Select Checks.
Edit Payables Check Batch window
To access the Edit Payables Check Batch window, point to Purchasing on the Transactions menu, and then click Edit Check Batch.
Edit Payables Checks window
To access the Edit Payables Checks window, point to Purchasing on the Transactions menu, and then click Edit Check.
Method 2: The checks were printed
1. After you have completed the steps in "Step 1: Restore Microsoft Dynamics GP from a backup," and if the status of the batch is Available, print a batch edit list.
To print a batch edit list, follow these steps:
a. On the Transactions menu, point to Purchasing, and then click Print Checks.
b. In the Print Payables Checks window, select the Payables batch in the Batch ID field.
c. Click Print.
d. When the Report Destination window appears, select the appropriate report destination, and then click OK.
2. Delete the Payables check batch. To do this, follow these steps:
a. On the Transactions menu, point to Purchasing, and then click Batches.
b. In the Batch ID field, select the batch that you want to delete.
c. Click Delete.
d. When you are prompted to delete the batch, click Delete.
3. Run Check Links on the Payables Transaction logical files and on the Payables History logical files. To do this, follow these steps:
a. For Microsoft Dynamics GP 9.0, point to Maintenance on the File menu, and then click Check Links. For Microsoft Dynamics GP 10.0 and Microsoft Dynamics GP 2010, point to Maintenance on the Microsoft Dynamics GP menu, and then click Check Links.
b. In the Series list, click Purchasing.
c. In the Logical Tables list, click Payables Transaction Logical Files, and then click Insert to move this file to the Selected Tables list.
d. In the Logical Tables list, click Payables History Logical Files, and then click Insert to move this file to the Selected Tables list.
e. Click OK.
f. When you are prompted, select a report destination, and then click OK.
4. Specify that you want to reuse the same check numbers. To do this, follow these steps:
a. On the Cards menu, point to Financial, and then click Checkbook.
b. In the Checkbook Maintenance window, select the checkbook that is used to process Payables checks in the Checkbook ID field.
c. In the Payables Options section, select the following check boxes:
Duplicate Check Numbers
Override Check Number
d. Click Save.
5. Re-create the checks.
You can re-create Payables checks from one of the following locations:
Select Payables Checks window
To access the Select Payables Checks window, point to Purchasing on the Transactions menu, and then click Select Checks.
Edit Payables Check Batch window
To access the Edit Payables Check Batch window, point to Purchasing on the Transactions menu, and then click Edit Check Batch.
Edit Payables Checks window
To access the Edit Payables Checks window, point to Purchasing on the Transactions menu, and then click Edit Check.
Note Make sure that you set the check number back to the original beginning check number.
Before you print and post the checks, verify the batch edit list and the information in the Payables Transaction Inquiry window to make sure that the invoices still have a status of Open.
6. Print the checks to the screen or to plain paper.
Note You can print Payables checks from the location in which you created the checks.
7. Post the batch.
To post the Payables check batch, follow these steps:
a. On the Transactions menu, point to Purchasing, and then click Post Checks.
b. In the Post Payables Checks window, select the batch ID that has to be posted in the Batch ID field.
c. Enter the appropriate posting date for the checks.
d. In the Process list, click Post Checks.
e. Click Process.
Method 3: All the checks in the check run were printed, but the checks were only partly posted
Solution 1
If you have a backup, you can only restore and print the checks to the screen or to blank paper, and then post
the checks.
Note Remember to verify that General Ledger items were posted or were posted through correctly. If you are
set up to post transaction entries to General Ledger, verify that a batch was created in General Ledger.
To post transaction entries if you are set up to post the entries through, verify the entries in General Ledger by
printing the Detail Trial Balance report.
To set up the ability to post transaction entries to General Ledger, follow the appropriate step:
For Microsoft Dynamics GP 9.0, point to Setup on the Tools menu, point to Posting, and then click
Posting.
For Microsoft Dynamics GP 10.0 and Microsoft Dynamics GP 2010, point to Tools on the Microsoft
Dynamics GP menu, point to Setup, point to Posting, and then click Posting.
To verify the entries in General Ledger by printing the Detail Trial Balance report, point to Financial on the
Reports menu, and then click Trial Balance.
Solution 2
1. After you have completed the steps in "Step 1: Restore Microsoft Dynamics GP from a backup," and if
the status of the batch is Available, delete the batch. To delete the Payables check batch, follow these
steps:
a. On the Transactions menu, point to Purchasing, and then click Batches.
b. In the Batch ID field, select the batch that has to be deleted.
c. Click Delete.
d. When you are prompted to delete the batch, click Delete.
2. Run Check Links on the Payables Transaction logical files and on the Payables History logical files. To do
this, follow these steps:
a. For Microsoft Dynamics GP 9.0, point to Maintenance on the File menu, and then click Check
Links.
For Microsoft Dynamics GP 10.0 and Microsoft Dynamics GP 2010, point to Maintenance on the
Microsoft Dynamics GP menu, and then click Check Links.
b. In the Series list, click Purchasing.
c. In the Logical Tables list, click Payables Transaction Logical Files, and then click Insert to
move this file to the Selected Tables list.
d. In the Logical Tables list, click Payables History Logical Files, and then click Insert to move
this file to the Selected Tables list.
e. Click OK.
f. When you are prompted, select a report destination, and then click OK.
3. Verify that the items that you posted are posted correctly. Make sure that both the Apply information
and the Distribution information is correct for the Payables checks.
To verify this information in the Payables Transaction Inquiry - Vendor window, follow these steps:
a. On the Inquiry menu, point to Purchasing, and then click Transaction by Vendor.
b. In the Vendor ID field, click the associated vendor ID.
c. Click to select the document that you want, and then click the Document Number link.
d. In the Payables Transaction Entry Zoom window, click Apply to view the information about
invoice documents and about credit memos, returns, or payments that were applied to those
documents.
e. In the Payables Transaction Entry Zoom window, click Distributions to view distribution
information for a transaction.
f. Verify that the information is correct.
g. After you delete the batch and run the Check Links operation, find the unposted checks for the
unapplied documents.
h. Re-select only those invoices that still have a status of Open.
i. Print the checks to the screen or to blank paper.
j. Post the batch.
Note Make sure that the checks that you select appear in the line that contains the check
numbers that printed. Otherwise, you may have to process one vendor or a range of vendors at
a time.
Method 4: All the checks in the check run were printed, but no checks were posted
Use Solution 1 or Solution 2 of Method 3.
Note You should not reuse a batch that was held in posting or receiving. Instead, do the following:
1. Print the batch edit list.
2. Delete the batch.
3. Run the Check Links operation.
4. Re-create the items.
To find the status of the batch, point to Purchasing on the Transactions menu, and then click Batches.