This one company has 6 departments - 3 closed off with no problem but the other 3 remain open and we cannot go anyfurther. We keep getting invalid accounts errors and won't post to 300 (surplus account#) even though they all have this account.

Both the accountant and dealer are as stumped as i am to why this has happened.

I hope you can be of assistance.

Thank you Mary

Could you tell us at what exact point do you get the 'invalid account' errors? When this occurs, are you actually running the Close Year function - or are you posting a batch with Closing journal entries?

- In the 3 Departments that are having the problem, if you go into the Edit Departments and pull up those Depts - do they have 300 listed in the 'Close dept to' account field?
- Is there anything in the dept field?
- In Edit Accounts - is there actually an Account 300 listed, and if so is it active (check the 'Account active?' checkbox in the General screen of the Edit Accounts for 300)?
- Is this account designated as an 'R' (Retained Earnings) account Type?

Finally,
- have you done any other processing in between the time you closed off the other 3 Depts and when you are trying to close these 3?
- Have you done a Data Integrity Check to see if the data shows any errors?
- Do you have a backup prior to running the Close Year function? (Just in case! )!

quote:

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Originally posted by Softrak Support:
Hi Mary

Could you tell us at what exact point do you get the 'invalid account' errors? When this occurs, are you actually running the Close Year function - or are you posting a batch with Closing journal entries?

- In the 3 Departments that are having the problem, if you go into the Edit Departments and pull up those Depts - do they have 300 listed in the 'Close dept to' account field?
- Is there anything in the dept field?
- In Edit Accounts - is there actually an Account 300 listed, and if so is it active (check the 'Account active?' checkbox in the General screen of the Edit Accounts for 300)?
- Is this account designated as an 'R' (Retained Earnings) account Type?

Finally,
- have you done any other processing in between the time you closed off the other 3 Depts and when you are trying to close these 3?
- Have you done a Data Integrity Check to see if the data shows any errors?
- Do you have a backup prior to running the Close Year function? (Just in case! )!

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The 3 departments do have retained earning (300) designated.

Haven't done any other accounting after trying to close year.

I have done an integrety check and everything checks out ok.

And yes I do have a back up.

If all else fails I will have to recreate the company. would be a long process but totally possible.

Thank you

You should not have to 'recreate' this Company, but it would be helpful if you could answer all the questions I asked. The ones I need answers for are:

- Does account 300 still exist?
- Is it still 'active'?
- Is it in fact still designated as an 'R' type (retained earnings) account?

In your Ledger Company Profile, what do you have checked for the following 'Options':

Enable provisional posting?
Enable prior year posting?

In the Fiscal Period Calendar screen of the Company Profile - is the FP you are trying to close to still 'Open'?

In File - Options, do you have the 'Field verification' option checked?

The fact that your other Companies and other Departments had no problem closing indicates that there is something different with these 3 Depts. Checking all areas as we have outlined will help. (Do these Departments actually have balances in the accounts you are trying to close?)

Thanks, Mary.

BTW, if your Dealer is a Softrak Business Partner, they could contact us on your behalf and possibly send the data to us for investigation, to speed things up... however, they may have a fee for this.

Let's try to get to the bottom of it though by trying to give us all the information we ask for!?

quote:

---

Originally posted by Softrak Support:
Hi Mary

You should not have to 'recreate' this Company, but it would be helpful if you could answer all the questions I asked. The ones I need answers for are:

- Does account 300 still exist?
- Is it still 'active'?
- Is it in fact still designated as an 'R' type (retained earnings) account?

In your Ledger Company Profile, what do you have checked for the following 'Options':

Enable provisional posting?
Enable prior year posting?

In the Fiscal Period Calendar screen of the Company Profile - is the FP you are trying to close to still 'Open'?

In File - Options, do you have the 'Field verification' option checked?

The fact that your other Companies and other Departments had no problem closing indicates that there is something different with these 3 Depts. Checking all areas as we have outlined will help. (Do these Departments actually have balances in the accounts you are trying to close?)

Thanks, Mary.

BTW, if your Dealer is a Softrak Business Partner, they could contact us on your behalf and possibly send the data to us for investigation, to speed things up... however, they may have a fee for this.

Let's try to get to the bottom of it though by trying to give us all the information we ask for!?

---

Good morning

the 300 Retained earnings account are identified as "R" and are still active.

I have Prior year enabled but not provicinal posting.

I do not have Field verification enabled.

My fiscal year is still open.

Thank you

I am beginning to think that you need your Dealer to take a look at this again more closely, or perhaps you would consider either purchasing a technical support 'Incident' (this issue only resolved) or signing up for the Combined support plan that Softrak offers (this would be the best deal - upgrades and tech support for one full year)? Then we will be able to take a look at your data, which should help us to find a resolution for this much more effectively.

Again, I really don't think this is a program-related problem, but something in this data-set that is causing this to occur, as all other postings were successful in your other Companies and other departments.

Within the 3 departments that are left, there could be accounts that will be updated that no longer exist in your system - were any accounts deleted or made 'inactive' at any time prior to this? This could be part of the problem, as there could be many accounts within the 3 departments left to close - one or more of those accounts may no longer exist in your system - thus the 'invalid account' message returned when the system tries to close those Depts to RE.

Regards

quote:

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Originally posted by Softrak Support:
From our first response -

I am beginning to think that you need your Dealer to take a look at this again more closely, or perhaps you would consider either purchasing a technical support 'Incident' (this issue only resolved) or signing up for the Combined support plan that Softrak offers (this would be the best deal - upgrades and tech support for one full year)? Then we will be able to take a look at your data, which should help us to find a resolution for this much more effectively.

Again, I really don't think this is a program-related problem, but something in this data-set that is causing this to occur, as all other postings were successful in your other Companies and other departments.

Within the 3 departments that are left, there could be accounts that will be updated that no longer exist in your system - were any accounts deleted or made 'inactive' at any time prior to this? This could be part of the problem, as there could be many accounts within the 3 departments left to close - one or more of those accounts may no longer exist in your system - thus the 'invalid account' message returned when the system tries to close those Depts to RE.

Regards

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I love this program. I was using Accpac Plus prior to this and this one is so much nicer.

I will look to see if there are accounts that were made invalid but I don't think so.

quote:

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Originally posted by prces:
Thanks for your help - I will have the dealer call the support team and see if they can fix it.

I love this program. I was using Accpac Plus prior to this and this one is so much nicer.

I will look to see if there are accounts that were made invalid but I don't think so.

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Thank you for all your help - I finally managed to fix the problem. I have worked on this for hours and have now closed everything.

I am a happy camper Thank you

Could you share with us what the actual problem was - so others checking the Forum may benefit from this experience?

P.S. Thanks for the Kudos - it's nice to know when Users really love our products!

Take care!