GL Posting Date Maintenance (IN98)

The GL Posting Date Maintenance (IN98) program is used to change the invoice and G/L Posting date for a specific sales office.

Note: Once the Schedule Invoices/Credits (IN43) process is performed, the invoice and G/L Posting date may not be changed.

When you execute IN98 the message below displays in the panel:

This program allows you to change the G/L Posting date for a SPECIFIC SALES OFFICE. All previously entered invoices in the batch will have their invoice date changed to the new one and all invoices in the batch will be reset for printing again.

If invoicing was initialized with the wrong posting date (Enter Inv/Direct Bills/Credits (IN41)) and you do not realize the error until after the invoices have been printed this program can be used to revise the invoice date for all invoices in the batch. If you reset the GL Posting Date the invoices (which have already been printed) will be submitted for reprinting. You will then be required to execute the Print Invoices/Credit Notes (IN42) program for the selected sales office to obtain reprinted invoices dated with the correct invoice date. Note: You can change the GL Posting Date in IN98 regardless if you have entered the acceptance codes in Print Invoices/Credit Notes (IN42) or not.

Note: It is your responsibility to retrieve and destroy the original incorrectly dated invoices.

The following list defines every field in the GL Posting Date Maintenance panel.

• Sales Office - Enter or select from the query the Sales Office to specify which Sales Office's posting date you wish to change. Once a Sales Office is selected the ‘Old GL Posting Date’ for the current batch displays and the ‘New GL Posting Date’ field opens for input.

  The following messages can occur under the following circumstances:

  • If the selected Sales Office is configured with different invoice and credit prefix characters (as defined in Mntn Sales Office/Whse Numbers (CC96)) the message ‘The Invoice prefix is different from the Credit Note prefix. Selecting YES will change the Invoice prefix. Selecting NO will change the Credit Note prefix. Do you want to change the Invoice Prefix? Yes/No’ displays.
    • Select ‘Yes’ to change the GL posting Date for the Invoice prefix.
    • Select ‘No’ to change the GL Posting Date for the Credit Note prefix.

      Note: The Yes/No options on this message are dependent on the control setting for the ‘Separate Invoice / Credit Note’ check box in Company Control Initialization (CC00)/Invoicing.

      If the ‘Separate Invoice / Credit Note’ is not selected you only need to select ‘Yes’. Both the invoices and credit in the current batch will be updated with the new GL Posting Date.

      If the ‘Separate Invoice / Credit Note’ is is selected and you need to update both the invoices and the credits, run the update for the sales office once for invoices (selecting Yes) and again for credits (selecting No). IN98 automatically closes after each update.

  • If the End of Day cycle (Schedule Invoices/Credits (IN43)/Print Invoice Register (IN44) is started for the selected Sales Office or no invoices/credits were printed for the selected Sales Office the message ‘The invoice End of Day cycle has been started (IN43/IN44). You may not change the invoice batch GL date at this time. OK’ displays. Click ‘OK’ to clear the message. IN98 automatically closes.

    If you selected the incorrect Sales Office, reopen IN98 and select the appropriate Sales Office. The GL Posting date for any invoices or credits that are currently updated by the End of Day cycle cannot be changed.

• Old GL Posting Date - Displays the current GL Posting Date of the current batch of invoices to verify that the correct batch of invoices/credits is selected. This field is inaccessible and cannot be changed.

• New GL Posting Date - Enter or select from the query the New GL Posting Date for the current batch of invoices/credits. Note: If you select a date that is outside of the current/next periods the message ‘This date must be within the range from MM/DD/YY to MM/DD/YY: OK’. Click ‘OK’ to clear the message and enter a valid date.

The following table outlines the functionality of each button on the GL Posting Date Maintenance (IN98) screen:

Button Label	Icon	Functionality
Update		Saves the information entered for the current record. The message ‘Date change successfully completed. OK’. Click ‘OK’ to clear the message. IN98 automatically closes. You can now reprint the effected invoices/credits using IN42.
New		Clears the ‘Old GL Posting Date’ display and closes the ‘New GL Posting Date’ field without updating any information.

^{GL Posting Date Maintenance (IN98)}