Good day all,

For the second month now our Inventory month end process has created our consolidated Journal Entries, saved a PDF copy in our reporting folder with EPrint as expected, but has not created an import batch into ledger. For September and October we have had to manually record the journal entry from the reports, for all the months prior to that a batch was retrieved into ledger from inventory. Does anyone have any insight into what may have happened? The user performing the task hasn't done anything different, and I'm unable to find any setting that might have been turned off linking Ledger and Inventory.

Thanks!

Jesse

Hi Jesse,

The file that Inventory-posted transactions get written to for Ledger is ICALBTCH.dat, provided that you also have Ledger data in the same directory. It is possible that if an older version of Inventory is in use and there is no GL data, then the file being populated could be ICGLBTCH. Check the data directory for the existence of either file.

When Ledger is looking for batches to retrieve from subledgers, it uses resource files to determine the correct layout. The resource file for finding the IC batch would be ICBRSCAL.dat for the current file, and the legacy resource file is ICBRSCGL.dat. If this file is missing from the data directory, then Ledger won't know to retrieve it.

These batch resource files are not company specific, so they could be copied from sample data (and the extension renamed to match) if it turns out the resource file is missing. They are version-specific, and say copying an older file to go with a newer version would result in an error during the retrieval process. Rather than go into the gory details at this point, perhaps just check if the batch file is being written to (size greater than zero bytes) and whether the resource file exists.

Thanks support.

Data is all held in the same folder. We're running recent releases of IC (92A-180512) and GL (93A-180422). We are current on everything except for Receivables as 9.3A wasn't playing nice with a 3rd party add on we use.

I looked for the more recent files that you listed.
I do have a ICALBTCH.### file there at 0 bytes. The time stamp on the file is a couple minutes after the J/E PDF's were created in my reports folder (on Oct 31).
I also have a ICBRSCAL.###, it has a time stamp of earlier today and is 377bytes) in size.

Hi Jesse,

If the ICALBTCH file is zero bytes and has a time stamp of 'today', then some process purged the file. Assuming that it was non-empty at some point - the report printed with data and consolidated correctly - then it would need to be determined what the client did as part of their month end procedures. What exactly is their usual process for IC?

There are only two processes in Adagio that purge this file. One is by retrieving it into Ledger, and the other is to purge the report after printing and consolidating. The second purge option is only possible if there is no GL data in the same directory as the sub-ledger. If GL data is there, the only way to clear the file is to retrieve it.

Do they have the Next Year fiscal year open in Ledger, and are the transactions being retrieve to the Next Year instead of the Current Year, or vice versa? Maybe the retrieve is successful, but the batch is in an unexpected place.

The next time Inventory transactions have been posted and the ICALBTCH file is non-blank, find out if Inventory appears on the list of applications to retrieve from. Also look at the options for retrieval, if they are assigned a fiscal year and period by transaction date or a specified period. It is possible that they set Specific Period a couple of months ago, and the retrieval is going to an unexpected fiscal year batch (as above).

Inventory isn't at version 9.3A yet, so it hasn't had the update to the resource file for the layout that supports DocStore. The one you indicated with a file size of 377 bytes is correct.

The user doing the month end procedure has told me that she had the normal Do you want to consolidate question, which she responded Yes to, and then had another question of Do you want to clear the G/L Transactions (which is not a message she commonly sees).... I'm not used to that second message either, is that the prompt for the second purge option you mentioned when there's no GL data?. The strange part is that both the IC*.xxx and GL*.xxx data are found in the same folder.

To answer the other questions, they don't have Next year open currently. Retrieve is set to assign period based on date.

Hi Jesse,

With sample data and Inventory 9.2A (2018.05.12), when I print the GL Transactions report to PDF, I get the question about consolidating the data, but do not get the question about clearing, because sample IC data has GL in it.

I can only get the Clear GL Transactions question if I remove the GL data from the directory and disable the consolidation option in the IC company Profile, then print the report.

It sounds like the reason there is no batch to retrieve in GL is that your client for some reason is getting the question to clear the transactions when they should not be, and chose yes to clear the file (which they shouldn't have done). I have gone through the list of reported issues and have not found a site where someone got the Clear Report question when GL data exists. About 2 years ago, someone didn't get the Clear question when GL data wasn't there, and this was fixed back then.

What version of Inventory are they using? How do they print the GL Transactions report in Inventory? Manually? Via a report set?

Something changed a couple of months ago, and that is the key. Software upgrades, server/workstation updates, etc. The behaviour is not something I can replicate or give a reasonable explanation for, short of data corruption or files being incorrectly locked and hidden on the server (very unlikely to be this). When I asked R&D, they didn't have an explanation either.

The next time they have transactions posted in IC so that there is something to retrieve into GL, ensure that a data backup is made. That way, you could test the report printing with their data in your office to see if it will replicate (with or without consolidating the GL transactions), and then we have something to work with to attempt to replicate the problem.

Do they really need to consolidate GL transactions? Or is this just how they have always done things.

Thanks again support. I'm going to play around with a backup to try and recreate to see if I can determine exactly what's occurring. Non-month end inventory batches are transferring over into GL, it's just the month end AJE that we're manually recording. It's a head scratcher, hopefully something comes out playing with the backup.