Dynamics GP Reconcile Remove Sales Documents

By Tracey BrinkmanGP Reporting, Microsoft Dynamics GP, Receivables Management, Sales, , , , , With 2 comments

Dynamics GP Reconcile Remove Sales Documents

We occasionally will have customers call asking how get transactions removed from the SOP open files when they are complete.

There is a Utility in GP that will do that for you. Make sure you have made a backup first.

Then go to:

Sales >> Utilities >> Reconcile-Remove Sales Documents

Use the Reconcile Remove Sales Documents window to reconcile your sales records and to remove any documents that have no remaining quantities but haven’t been moved to history. You may want to reconcile documents before you remove them to ensure the accuracy of the documents that are removed.

Reconciling sales documents

Reconcile your sales documents to verify the item quantities and totals on your sales documents. When you reconcile sales documents, the following quantities and information will be recalculated and adjusted as needed:

  • Document item quantities
  • Canceled item quantities
  • Transferred item quantities
  • Remaining item quantities
  • Fulfilled item quantities for serial- and lot-numbered items
  • Document subtotals
  • Batch information
  • Quantities linked to purchase orders
  • Amount remaining

Reconcile Sales Documents

To reconcile sales documents:

  1. Open the Reconcile-Remove Sales Documents window. (Sales >> Utilities >> Reconcile-Remove Sales Documents)
  2. Select a range of documents to reconcile.
  3. Mark Reconcile Sales Documents.

Before you reconcile, you can print the Reconcile Remove Sales Document Report to verify information about the document ranges you’ve entered by marking the Print Report Only option. If you mark this option, the report will be printed but the documents won’t be reconciled.

Print Report Only

4.  Choose Process to reconcile the documents. The Reconcile-Remove Sales Document Report will be printed automatically and will list the sales documents that were reconciled.

Note: Before you begin, be sure to make a backup. The loss of your company’s accounting information can be prevented by having backup copies of data. If your tables become damaged, you can return them to their original, undamaged state, minimizing data reentry.

Removing completed documents in Sales Order Processing

Typically, documents with no remaining quantities are moved to history when the document is transferred, voided, or posted. Occasionally, you might need to remove sales documents that have a remaining quantity of zero and haven’t been moved to history.

For example, suppose you transfer some of the item quantities from an order to an invoice. Later, you cancel the remaining quantities on that same order. The order won’t be moved to history, even though there are no remaining quantities. You’ll need to move this document to history using the Remove Completed Documents window.

Remove Completed Documents

To remove completed documents:

  1. Open the Reconcile-Remove Sales Documents window. (Sales >> Utilities >> Reconcile-Remove Sales Documents)
  2. Select a range of documents to remove. (Or select All documents)

Select Document Range

3.  Mark Remove Completed Documents.

4.  Remove Completed Documents

Select this option if you want to move completed documents to history, if you’re keeping history. If you’re not maintaining history, the documents will be removed. A completed document is a document that does not contain a deposit and has a remaining quantity of zero. Repeating documents will be removed only if the times repeated is equal to the times to repeat. Return documents aren’t affected by this process, even if a return falls in the range of documents you’ve selected. After documents have been moved to history, an audit trail of Removed will be assigned to them.

Mark Print Report Only to print the Reconcile Remove Sales Document Report to verify the information about the document ranges you’ve entered before you remove the documents.

5. Choose Process to remove the documents. The Reconcile Remove Dales Document Report will be printed automatically and will list the sales documents that were removed.

Information in this document is taken from Help Text with added screenshots.

If you are an iSolutions customer and have questions regarding this Utility, please contact us at support@isolutionspartners.com.