This document summarizes a presentation about fixing errors in financial documents and transactions in Microsoft Dynamics SL. The presentation covers topics like accounts receivable, accounts payable, cash manager, general ledger, and how to be proactive in setting up processes to prevent and correct errors. It provides guidance on reversing payments, writing off balances, refunds to customers, and correcting discrepancies between the general ledger and other modules.

1. FAT FINGER FIXES
For Financials
“To err is human, but to really foul things up
you need a computer” - Paul Ehrlich
UBSL01UBSL01
Atlanta, GAAtlanta, GA
April 24, 2010April 24, 2010

2. About the Presenter
Terry E. Larkins,CPA Controller
Greensboro, NC
– Microsoft Certified Technology Specialist
• Microsoft Dynamics SL 6.5 Financials
• Microsoft Dynamics SL 7.0 Inventory and Order Management

3. Agenda
 Overview
 Accounts Receivable
 Accounts Payable
 Cash Manager
 General Ledger
 Questions

4. Overview
 Creating the environment
 Proactive
 Murphy’s Law
 Routine backups – including offsite
 Communication
 Standard operating procedures
 Run books

5. Accounts Receivable

6. Accounts Receivable
Business Date
The business date will reset the next time Microsoft Dynamics is closed and started.

9. Reverse Selected Application

10. Reclassify payments to new customer

11. NSF Checks
Setting up the NSF Check Bank Account Amount
1. Choose ACCOUNTS
RECEIVABLE –
AR SETUP
2. Click the Customer
Defaults tab.
3. Type $ in the NSF Check
Bank Charge field.
4. Click the Save Button.

12. NSF Payment (voiding)
1. Choose AR – Application
Inquiry/Reversal.
2. In the Document area, type the ID of
the customer.
3. Type the number of the payment in
the Pmt/Memo Nbr field.
4. The Type, Date, Pmt/Memo Amt,
cash Account, cash Subaccount,
and Customer Balance fields display
based on the payment selected.
5. Choose the Void Selected
Application (NSF Check) field.
6. If the payment is being voided due to
NSF check and a fee needs to be
charged, check the Charge NSF Fee
field.
7. In the Detail frame, all of the docs
associated with this payment will
display. When a payment is voided,
all of the applications are reversed.
(can’t reverse a portion)
8. Click Begin Processing.

13. Customer Activity for payments applied
The Customer Activity window displays the NSF Reversal and NSF charge.

14. Small balance write-off
 Use Aged AR Report to determine items to write off.
 Use when invoices are underpaid or payments are
over invoice amounts.
 Write off rather than refund.
 Indicate write-off limit within AR Setup.
 Can assign account and sub-account.
 Adjusting documents created automatically to close
documents.
 Write off cannot be reversed automatically.

15. Write-off Reversals

16. Write-off Reversals

17. Steps for processing refund to customer

18. Grouping payments into batches
A new payment may be entered in the same batch
for another customer. Save by Document.
Once all payments are entered, the batch can be
released.
The recommended process for grouping payments
is by the Period to Post and the bank deposit slip.

21. Statement errors in processing
Age Detail
Close
Statement
Cycle
Release Batches
& Apply
Finance
Charge

23. AR-Proactive
Recurring invoices

24. AR-Proactive
Recurring invoices- Cont.

27. POP QUIZ!

28. Answer!!

29. When to close Accounts Receivable Module
The outstanding balance
in the AR module should
equal the ending balance
of the AR General Ledger
accounts.

30. Accounts Payable

31. Accounts Payable
Check Selection – to void or reprint

32. AP – Check Selection – Cont.

33. Adding documents to check batch
Additional vouchers can be added to a batch.

34. Adding documents to check batch - Cont.

35. Reasons AP module does not match GL
TWO TYPICAL CAUSES FOR THIS DISCREPANCY
1. Un-posted batches or unreleased batches
2. Journal entries against the AP account in the GL module.
REPORTS USED TO LOCATE DIFFERENCES
1. AP Batch Register Report – verify all batches are posted.
2. GL Transactions un-posted Report.
3. Compare Detail GL Report for the AP account to the AP Account
Distribution Report.

38. Cash Manager

39. Cash Manager
Un-Clearing a Transaction

40. Cash Manager
Un-Clearing a Transaction - Cont

41. Date Sensitive
 The date of the transaction is very important because this is the date used in
both the Daily Cash Balances window and the Bank Reconciliation window. The
Date field defaults to the current Business Date and may need to be changed.

42. General Ledger

43. GENERAL LEDGER – PROACTIVE
Recurring Journal Transactions
1. Choose GENERAL LEDGER – JOURNAL TRANSACTIONS
2. Select “Recurring” in the Type field.
3. Select “Release Now” or Release Later” in the Handling field.
4. Enter the frequency for creating the Recurring Batch in the
Current Cycle field. Example: a 1 creates a batch each month, 2
for every other month, etc.
5. Enter the number of times the batch should be created in the
Number of Cycles field. Hint: be sure to enter number of times
not duration of time.
6. Enter the batch total in the Control field.
7. After completing the Journal Transactions window, save and
release. The Status should always be Balanced.

44. Generate Recurring Transactions
1. Choose GENERAL LEDGER –
GENERATE RECURRING.
2. All batches do not have to be
generated. Select the batches you
wish to process.
3. Check the Release and Post field
to automatically release and post
the selected batches to the
general ledger. (If you do not
select this option, the batches
have to be released thru Release
GL Batches and Post
Transactions.)
4. Click the Begin Processing
button.

45. Manual Transactions
These are different from Recurring Transactions in that the amounts are edited each time.
1. Choose GENERAL LEDGER
– JOURNAL
TRANSACTIONS
2. In the batch Type field,
select “Manual”.
3. In the batch Handling field,
select “Release Now”.
4. The batch Control total
varies each month with the
expense.
5. Input information and click
Finish.
6. An additional batch is
generated by the system.
The new batch is posted to
the current period and has a
batch Type of Nonrecurring.

46. Adjustment Batch
Purpose – Correction of an out of balance condition within the General Ledger –
usually caused by a failure during the posting process.
 Close all Dynamics SL
Windows.
 From the toolbar,
choose APPLICATION
OPTIONS – INITIALIZE
MODE.

47. 1. Select ADJUSTMENT for the batch TYPE.
2. Make the journal entry necessary to correct account balances
and detail. The debits and credits do not have to match!
3. Save and release the batch.
4. Choose application options – initialize mode (will turn this
back off).
5. Run the Trial Balance and Detail General Ledger reports to
confirm that the GL in now in balance.
Adjustment Batch- Cont.

53. Questions?
THANK YOU!
Please fill out your evaluation forms
Contact me at:
(336) 373-3901 ext. 202
terryl@associatedsprinkler.com

54.  Material used in this presentation was taken from Microsoft E-Learning and Microsoft
Official Training Materials for Microsoft Dynamics.
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