Monthly Archives: November 2007

Abnormal Posting Dates

Abnormal posting date entries happens when the Posting Date of the receipt/shipments of inventory is after the Posting Date of the invoice. Why does this happen? You’ll need to ask your CFO or Controller. Typically, I found this more in return orders where the receipt of the product is a certain date, and the accounting department decides to post the credit memo in prior dates.

Either by mistake or intentional, if this happens, your Inventory Valuation will not tie to your G/L.

Here’s a step by step on how to replicate this problem, and how to solve this problem:
1. Create a sales order with posting date of 11/01/08
2. Post the Shipment with a posting date of 11/01/08
3. Change the posting date to 09/01/08
4. Post the invoice
5. Run your inventory valuation report as of 9/30/08
6. Notice that the item is not taken out? But if you look at your G/L, the inventory value is taken out.

This will work for purchase side as well. It doesn’t matter how to do it either using warehouse shipment/receive, the underlying process will net you the same problem.

Usually, problems like this won’t come up until the user is trying to do month end and gets really frustrated on why their inventory doesn’t tie to G/L. Unfortunately, there’s no easy way to reverse this transaction after it’s posted, the only way is to run a report at the end of the period to see what transactions have this “Abnormal Posting Dates”.

Here’s a report that will give you all the transactions that have abnormal posting dates. If you take this amount, add/subtract it to your inventory valuation report, it will be equal to the G/L inventory.

To run this report, just put the period you want to close on the Posting Date field. For example, if you’re trying to close November 2008, then your Posting Date filter should be 11/1/08..11/30/08.

Here’ the link for the report:

http://www.mibuso.com/dlinfo.asp?FileID=920

Entering Beginning Inventory Balance

When moving from a legacy system into Dynamics NAV (Navision), one of the areas you want to try and avoid is messing with the inventory G/L accounts. Most systems are usually pretty good with open A/R and A/P accounts, they can be transferred using the “posting back to the same account” technique that most implementers do. The beginning A/R and A/P G/L accounts would be based on your entry on the General Journal. This is assuming that the A/R and A/P aging reports matches the G/L.

Inventory valuation is one of the areas where we find the most discripencies based on what is entered on the Item JournalĀ  from the physical count and the inventory valuation report from the legacy system. Depending on your requirements, sometimes it doesn’t make sense to go through line by line on the item journal to see where the differences are.

A rule of thumb I always go by is to let Navision determine what the inventory value should be in the G/L based on the positive adjustments posted from the Item Journal.

To accomplish this, do the following:

Suppose you have the following G/L accounts:
11000 – Inventory
58850 – Inventory Adjustment

When posting a positive adjustment in the Item journal, it will post a debit to Inventory and credit to Inventory Adjustment.

When you’re ready to enter your beginning G/L balance, enter the G/L balance for Inventory to account 58850. This way, the difference between the inventory G/L balance from the legacy system and Navision will be reflected on account 58850.

If you do not want to reflect the adjustment in the current period due to financial reporting reasons, you can adjust the difference into an asset account. We usually recommend create a separate account (i.e. 11100 – Inventory Suspense) to store this difference until you can depreciate it.

By not posting any general journal entries to the inventory accounts, you’ve ensured that inventory valuation reports will ALWAYS match G/L, making everyone happy in the process.