KB 851301 - Error message when you reconcile the checkbook in Select Bank Transactions in Microsoft Dynamics GP: "The difference must be zero before you can reconcile this checkbook"

Applies to: Microsoft Dynamics GP 2015Dynamics GP 2013Dynamics GP 2010

Symptoms


When you reconcile the checkbook in Select Bank Transactions in Microsoft Dynamics GP, the difference is displayed as zero, but you receive the following error message:

The difference must be zero before you can reconcile this checkbook.



Cause


This is caused by a fractional difference. The Select Bank Transactions window will only display as many decimal places as are set up for the currency ID assigned to respective checkbook. So for example, if your checkbook is assigned a currency ID with 2 decimal places, then only 2 decimal places show in the Select Bank Transactions window. However, the records in the SQL Table store up to 5 decimal places for an amount field, so this issue may happen if you have amounts in the remaining decimal places for any record in the SQL tables, and may result in a fractional difference. This typically happens if the records were imported in to Microsoft Dynamics GP with amounts that are more decimal places than the currency ID is set up for. 

Resolution


Use the steps below to check for records with fractional decimal places and use the scripts below to resolve it: 
  1. Start Microsoft SQL Server Management Studio, and click the New Query button to open a query window.
  2. Execute the following script against the company database to determine whether there are records that have amounts with a non-zero third, fourth, or fifth decimal place value:

     Note: If your currency for the checkbook has 2 decimals, the '3' in the script below on each line will check the 3rd position for a fraction. So if your currency has 3 decimal places, adjust the script to '4', etc.....
    select * from CM20200 where right(ClrdAmt,3)<>0
    or right(TRXAMNT,3)<>0
    or right(ORIGAMT,3)<>0
    or right(Checkbook_Amount,3)<>0
    select * from CM20400 where right(DEBITAMT,3)<>0
    or right(CRDTAMNT,3)<>0
    select * from CM20500 where right(StmntBal,3)<>0
    or right(CUTOFFBAL,3)<>0
    or right(ClrePayAmt,3)<>0
    or right(ClrdDepAmt,3)<>0
    or right(ClrdDepAmt,3)<>0
    or right(Cleared_Difference,3)<>0
    or right(OUTPAYTOT,3)<>0
    or right(OUTDEPTOT,3)<>0
    or right(IINADJTOT,3)<>0
    or right(DECADJTOT,3)<>0
    or right(ASOFBAL,3)<>0
    select * from CM20501 where right(TRXAMNT,3)<>0
    select * from CM20201 where right(ORCHKTTL,3)<>0
    or right(Orig_Credit_Card_Total,3)<>0
    or right(Originating_Cash_Total,3)<>0
    or right(Originating_Deposit_Amou,3)<>0
    or right(Originating_Checkbook_Am,3)<>0

    Note: Be sure to scroll across on any records returned to take note all the 'amount' columns for any records returned.

  3. In addition, execute this script to review the amounts in the Checkbook Master table as well:
    select CURRBLNC,* from CM00100 where CHEKBKID = 'xxx'
    --modify the xxx placeholder with your checkbook ID.

  4. Make a current restorable backup of the company database before you continue, or do this in a test environment first. (Important!! Do not skip this step.)

  5. Depending on what tables/fields you found the fraction in, read both methods below and use the appropriate method to resolve the issue:

    Method 1: Update each field one at a time directly in SQL to remove the fractional decimal:
    You can simply update the amounts found by the scripts above directly in the SQL Table(s) using a script similar to the example below. After updating the amounts to remove the unwanted fraction, then refresh the Select Bank Transactions window to see if the issue is resolved. 

    Here is an example script to update one field at a time:
    UPDATE CMXXXXX SET YYYYY = '$.$$000' where DEX_ROW_ID = x



    --Before executing this script, update the placedholders as needed:
    -Modify the CMXXXXX placeholder with the correct table name;
    -Modify the YYYYY placedholder with the correct field name in that table;
    -Modify the $.$$000 with the correct amount with 2 decimal places,
    -Modify the x with the specific Dex Row ID for the record that you need to modify.

    Repeat as many times as needed to update each field/table returned by the script in step 2
    and/or step 3 that has more than 2 decimal places.

    Note: Be consistent. If you update any amount(s) in a table found by the script in step 2 for a Checkbook_Amt field, then you may need to also update the current checkbook balance value in the CM00100 Checkbook Master table in the same direction. Also, be sure to have all users out of Microsoft Dynamics GP before running an update script against the Checkbook Master table. You don't want anyone to post and change the amount of the current balance for the checkbook at the exact same time that you are doing this maintenance. 

    Method 2: Sum field totals to see if any totals have a fractional decimals. 
    Execute the below script to verify the field totals by type. Review to see if any have more decimals than the currency ID you are using. In addition, if the records were imported in or from a 3rd party software, then you may have imported in amounts with more decimals than allowed in GP. In this case, you will need to calculate the 'net difference' and update a single record for this difference so that you balance to $0.00000 exactly. You may need to open a support incident if you need further assistance to do this. If you do this yourself, be sure to do this in a test company first. 

    Here is an example script to sum each of the amount fields for the CM20200 table by type:
select Distinct(CMTRXTYPE)as 'Type',SUM(TRXAMNT)as 'TRXAMNT', SUM (ORIGAMT)as 'ORIGAMT', SUM(Checkbook_Amount)as 'Checkbook_Amount' from CM20200 where CHEKBKID='XXX' group by CMTRXTYPE
--update the XXX placeholder with the appropriate checkbook ID.
Transaction Type:
1 = Deposit
2 = Receipt
3 = Check 
4 = Withdrawal
5 = Increase Adjustment
6 = Decrease Adjustment
7 = Transfer
101 = Interest Income
102 = Other Income
103 = Other Expense
104 = Service Charge


Note: Make note of any amounts you change, as you may also need to update the CM00100 checkbook balance in the same direction for the same difference. 


 

Additional:

As a last resort, check the SQL collation and SQL Server Sort order to see if you are on a supported environment. (SQL Collation of 'Latin1-General' and SQL Server Sort Order of 50 or 52 are supported. The Reconcile may not run on an unsupported version even if the difference is $0.00000.) If an unsupported SQL Collation or SQL Server Sort Order is being used, you will need to open a support incident with the SQL Server team for additional assistance on how to change the SQL Collation/SQL Sort Order before you can continue. Run this script to determine the SQL Collation and SQL Server Sort Order:
sp_helpsort