Data Flow in Microsoft Dynamics GP

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In working with Microsoft Dynamics GP users, we’ve found a common area of confusion abount the flow of data in the core modules – Payables, Receivables, General Ledger, Inventory, and Sales Order Processing.  While the concepts are the same, the behavior is a bit different for each of these modules.  Effectively, there are 3 sets of tables: Work, Open, and History.  In theory, Work tables contain un-posted batches of transactions; Open tables contain posted transactions with some open balance (and Open transactions cannot be edited); History tables contain transactions with no open balance. 

In General Ledger, the Work tables contain un-posted journal entries (debits and credits), the Open tables contain all debits and credits for open fiscal years (along with years that are closed but have not been moved to history), and the History tables contain all debits and credits for fiscal years that have been closed (and cannot be reopened to make any adjustments). 

In Payables Management, the Work tables contain un-posted vendor invoices (vouchers) along with un-posted credit memos and un-posted debit memos.  When posted, these transactions are moved to the Open tables – and the General Ledger is updated along with vendor summary data.  Once Payables checks are created and posted, the check itself along with vendor invoices that have now been fully paid by those checks, are moved to history.  The movement of zero balance records from Open to History is automatic in Payables Management. 

Receivables Management is very similar to Payables, with the big difference being “Paid Transaction Removal” must be run to move fully paid invoices  (and fully applied customer payments) from Open to History.  The reason this is not automatic like Payables is that in Receivables Management, you may wish to print a customer statement of transaction activity since the last statement.  Since the statement logic only pulls data from the Open table, moving zero balance records from Open to History is put under a user’s control. 

Inventory Transactions (adjustments, variances, and transfers) have only Work (un-posted transactions) and History (posted transactions) since there is no concept of “open” inventory. 

Sales Order Processing (SOP) functions similar to Inventory – all documents currently being worked (quotes, orders, invoices, backorders, and returns) are in the Work tables.  Quotes, Orders, and Backorders all transfer to other document types, with the original document moving to History and the new document in Work.   Only Invoices and Returns “post” – and it’s during posting that documents move from Work to History, Open receivables are created, general ledger is updated, and on-hand inventory quantities updated. 

I hope this helps clarify how different documents move from Work to Open to History.

If you’re looking for specific Microsoft Dynamics GP or CRM information, you can also check out the resources on the Sherwood Systems website. And if you’re located in Arizona or New Mexico area, contact Sherwood Systems for assistance in determining if a technology solution can help your organization better serve your business needs. (877) 943-9696

by Ed Bonaski, Sherwood Systems an Arizona Microsoft Dynamics GP Partner

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