Information about inventory adjustment posting dates in Microsoft Dynamics NAV


 

INTRODUCTION


When you try to post an adjustment value entry in a closed inventory period in Microsoft Dynamics NAV 2009, Microsoft Dynamics NAV 5.0, or Microsoft Dynamics NAV 4.0, Microsoft Dynamics NAV uses the first available date from the inventory period or the first available date from the general ledger setup. This article describes how Microsoft Dynamics NAV processes the posting dates that are used in the adjustment value entry during a closed inventory period. This article also describes scenarios in which you may encounter the following error message:
Posting date is not within your range of allowed posting dates in Item Journal Line Journal Template Name='',Journal Batch Name='',Line No. ='0'.

More Information


Microsoft Dynamics NAV determines the posting date for an adjustment value entry based on the settings that you specify in the general ledger and for the inventory period. This section describes the rules that determine the posting date that Microsoft Dynamics NAV uses. This section also describes some scenarios in which you may encounter an error message or an unexpected result.

How Microsoft Dynamics NAV determines the posting date for an adjustment value entry

Microsoft Dynamics NAV determines the posting date for an adjustment value entry according to whether you have taken one or both of the following actions:
  • You specify the inventory period in the Inventory Periods dialog box.
  • You specify the Allow Posting From date in the General Ledger Setup dialog box.
Microsoft Dynamics NAV determines the posting date according to the following rules:
  • If you specify only the inventory period in the
    Inventory Periods dialog box, the first available open date from the inventory period is used. For example, if the January inventory period is closed, the first available open date is February 1.

    Note For more information about how to set up inventory periods, use the Index tab of Microsoft Dynamics NAV Help to locate topics that discuss inventory periods.
  • If you specify only the Allow Posting Fromdate in the General Ledger Setup dialog box, the first available open date is the Allow Posting From date from the general ledger. For example, if the Allow Posting From date is February 1, the first available open date is February 1.
  • If you specify both the inventory period in the
    Inventory Periods dialog box and the Allow Posting From date in the General Ledger Setup dialog box, the first available open date is the later of the two possible dates. For example, consider the following scenario:
    • The January inventory period is closed.
    • The Allow Posting From date in the
      General Ledger Setup dialog box is 01/01/08.
    • The Allow Posting To date in the
      General Ledger Setup dialog box is 02/28/08.
    In this scenario, the first available open date is 02/01/08. However, if the Allow Posting From date is changed from 01/01/08 to 02/15/08, the first available open date becomes 02/15/08.

Scenarios in which you may receive an error message or another unexpected result

In some specific scenarios, you may receive the error message that is mentioned in the "Symptoms" section. Or, you may receive an unexpected but correct result. The following general settings are common to all these scenarios:
  • The date format is MM/DD/YY.
  • The Automatic Cost Adjustment list in the
    Inventory Setup dialog box has Alwaysselected.
  • The Posting Date field in the
    Posted Purchase Receipts dialog box is set to 01/01/08.
  • The Direct Unit Cost Excl. Tax field in the Purchase Order Receipts dialog box is set to $10.
  • The Posting Date field in the
    Sales Invoice dialog box is set to 01/01/08.

Scenario 1

Note This scenario only applies to Microsoft Dynamics NAV 2009 and Microsoft Dynamics NAV 5.0.

In the following scenario, you do not specify the Allow Posting From date in the General Ledger Setup dialog box. Additionally, you do not specify the inventory period in the Inventory Periods dialog box.
  • In the General Ledger Setup dialog box, you make sure that the following fields are blank:
    • Allow Posting From
    • Allow Posting To
  • In the User Setup dialog box, you specify the following fields:
    • Allow Posting From:
      02/01/08
    • Allow Posting To:
      02/28/08
  • In the Purchase Order dialog box, you click Functions and then click Reopen to reopen the purchase order for which you want to adjust the cost. Then, you specify the following fields:
    • Posting Date:
      02/15/08
    • Direct Unit Cost Excl. Tax:
      $11
  • You post the purchase order as invoiced.
In this scenario, you receive the error message that is mentioned in the "Symptoms" section.
Cause
The sales invoice has to be adjusted on 01/01/08 (the sales invoice date). However, you cannot post an adjustment for the sales invoice before 02/01/08. This is true because the user date range is set from 02/01/08 to 02/28/08. Therefore, the first available open date does not exist.
Resolution
To resolve this problem, take one of the following actions:
  • In the General Ledger Setup dialog box, set the Allow Posting From date to a date that is within the allowed posting date range in the User Setup dialog box.
  • In the User Setup dialog box, set the
    Allow Posting From date for the user to 01/01/08.
  • Enable the new Inventory Periods feature in Microsoft Dynamics NAV, and then close the January 2008 period. For more information, see Scenario 4.

Scenario 2

Note This scenario only applies to Microsoft Dynamics NAV 2009 and Microsoft Dynamics NAV 5.0.

In the following scenario, you specify the
Allow Posting From date in the General Ledger Setup dialog box. However, you do not specify the inventory period in the Inventory Periods dialog box.
  • In the General Ledger Setup dialog box, you specify the following fields:
    • Allow Posting From:
      01/01/08
    • Allow Posting To:02/28/08
  • In the User Setup dialog box, you specify the following fields:
    • Allow Posting From:
      02/01/08
    • Allow Posting To:
      02/28/08
  • In the Purchase Order dialog box, you reopen the purchase order for which you want to adjust the cost and then change the following fields:
    • Posting Date:
      02/15/08
    • Direct Unit Cost Excl. Tax:
      $11
  • You post the purchase order as invoiced.
In this scenario, you receive the error message that is mentioned in the "Symptoms" section.
Cause
The sales invoice has to be adjusted on 01/01/08, and this sales invoice date is allowed because of the Allow Posting From date setting in the general ledger setup. However, you cannot post an adjustment for the sales invoice before 02/01/08, because the user date range is set from 02/01/08 to 02/28/08. Therefore, the first available open date does not exist.

Scenario 3

Note This scenario only applies to Microsoft Dynamics NAV 2009 and Microsoft Dynamics NAV 5.0.

In the following scenario, you specify the
Allow Posting From date in the General Ledger Setup dialog box. However, you do not specify the inventory period in the Inventory Periods dialog box.
  1. In the General Ledger Setup dialog box, you specify the following fields:
    • Allow Posting From:
      02/02/08
    • Allow Posting To:02/28/08
  2. In the User Setup dialog box, you specify the following fields:
    • Allow Posting From:
      02/01/08
    • Allow Posting To:
      02/28/08
  3. In the Purchase Order dialog box, you reopen the purchase order for which you want to adjust the cost and then change the following fields:
    • Posting Date:
      02/15/08
    • Direct Unit Cost Excl. Tax:
      $11
  4. You post the purchase order as invoiced.
In this scenario, you change only the Allow Posting From date in the General Ledger Setup dialog box to 02/02/08. Other settings remain as described in Scenario 2. The adjustment for the sales invoice date of 01/01/08 is considered as a closed period. Therefore, the first available open date is 02/02/2008, and you can successfully post the purchase order as invoiced. Additionally, the updated item ledger entries are as follows:
Posting dateEntry typeExpected cost amountActual cost amount
01/01/08Purchase0.0011.00
01/01/08Sale0.00-11.00
The updated value entries are as follows:
Posting dateItem ledger entry typeAdjustmentExpected cost amountActual cost amount
01/01/08Purchase10.000.00
01/01/08Sale0.00-10.00
02/02/08SaleThis check box is selected0.00-1.00
02/15/08Purchase-10.0011.00
Note If some users are set to have a more restrictive date range and other users are set to have a wider date range, you must set the Allow Posting From date in the General Ledger Setup dialog box to be within both date ranges. For example, the more restrictive date range may be a weekly date range. The wider date range may be a monthly date range. In this example, you must set the Allow Posting From date within the more restrictive date range. However, both users may still post documents within the user date ranges that are specified in the User Setup dialog box.

Scenario 4

Note This scenario applies to Microsoft Dynamics NAV 2009, Microsoft Dynamics NAV 5.0.

In the following scenario, you do not specify the
Allow Posting From date in the General Ledger Setup dialog box. However, you do specify the inventory period in the
Inventory Periods dialog box.
  • In the General Ledger Setup dialog box, you make sure that the following fields are blank:
    • Allow Posting From
    • Allow Posting To
  • In the User Setup dialog box, you specify the following fields:
    • Allow Posting From:
      02/01/08
    • Allow Posting To:
      02/28/08
  • You close the January 2008 inventory period.
  • In the Purchase Order dialog box, you reopen the purchase order for which you want to adjust the cost and then specify the following fields:
    • Posting Date:
      02/15/08
    • Direct Unit Cost Excl. Tax:
      $11
  • You post the purchase order as invoiced.
In this scenario, you do not receive an error message. The sales adjustment is posted successfully. Microsoft Dynamics NAV uses the first available open date from the inventory period. The updated value entries are as follows:
Posting dateItem ledger entry typeAdjustmentExpected cost amountActual cost amount
01/01/08Purchase10.000.00
01/01/08Sale0.00-10.00
02/01/08SaleThis check box is selected0.00-1.00
02/15/08Purchase-10.0011.00
Note The first available open date, 02/01/08, must be within the user posting date range (02/01/08 to 02/28/08). If the user posting date range is from 02/02/08 to 02/28/08, you receive the error message that is mentioned in the "Symptoms" section.


Scenario 5

Note This scenario applies to Microsoft Dynamics NAV 2009, Microsoft Dynamics NAV 5.0.

In the following scenario, you specify both the
Allow Posting From date in the General Ledger Setup dialog box and the inventory period in the Inventory Periods dialog box.
  1. In the General Ledger Setup dialog box, you specify the following fields:
    • Allow Posting From:
      01/01/08
    • Allow Posting To:
      02/28/08
  2. In the User Setup dialog box, you specify the following fields:
    • Allow Posting From:
      02/01/08
    • Allow Posting To:
      02/28/08
  3. You close the January 2008 inventory period.

    For more information about how to close inventory periods, see the "Inventory Periods" topic on the Index tab of the Microsoft Dynamics Help.
  4. In the Purchase Order dialog box, you reopen the purchase order for which you want to adjust the cost and then specify the following fields:
    • Posting Date:
      02/15/08
    • Direct Unit Cost Excl. Tax:
      $11
  5. You post the purchase order as invoiced.
In this scenario, you do not receive an error message. The first available open inventory period date is 02/01/08, and the updated value entries are as follows:
Posting dateItem ledger entry typeAdjustmentExpected cost amountActual cost amount
01/01/08Purchase10.000.00
01/01/08Sale0.00-10.00
02/15/08Purchase-10.0011.00
02/01/08SaleThis check box is selected0.00-1.00

Scenario 6

Note This scenario applies to Microsoft Dynamics NAV 2009, Microsoft Dynamics NAV 5.0.

In the following scenario, you specify both the
Allow Posting From date in the General Ledger Setup dialog box and the inventory period in the Inventory Periods dialog box.
  • In the General Ledger Setup dialog box, you specify the following fields:
    • Allow Posting From:
      02/15/08
    • Allow Posting To:
      02/28/08
  • In the User Setup dialog box, you specify the following fields:
    • Allow Posting From:
      02/01/08
    • Allow Posting To:
      02/28/08
  • You close the January 2008 inventory period.
  • In the Purchase Order dialog box, you reopen the purchase order for which you want to adjust the cost and then specify the following fields:
    • Posting Date:
      02/15/08
    • Direct Unit Cost Excl. Tax:
      $11
  • You post the purchase order as invoiced.
In this scenario, you do not receive an error message. The first available open inventory period date is 02/01/08. However, 02/01/08 is before the Allow Posting From date that you set in the
General Ledger Setup dialog box. Therefore, 02/15/08 is used for the sales adjustment date. This is true because this date is later than the first date of the open inventory period. The updated value entries are as follows:
Posting dateItem ledger entry typeAdjustmentExpected cost amountActual cost amount
01/01/08Purchase10.000.00
01/01/08Sale0.00-10.00
02/15/08Purchase-10.0011.00
02/15/08SaleThis check box is selected0.00-1.00

Scenario 7

Note This scenario only applies to Microsoft Dynamics NAV 4.0 Service Pack 3.

In the following scenario, you specify both the Allow Posting From date in the General Ledger Setup dialog box.
  • In the General Ledger Setup dialog box, you specify the following fields:
    • Allow Posting From:
      01/01/08
    • Allow Posting To:
      02/28/08
  • In the User Setup dialog box, you specify the following fields:
    • Allow Posting From:
      02/01/08
    • Allow Posting To:
      02/28/08
  • In the Purchase Order dialog box, you reopen the purchase order for which you want to adjust the cost and then specify the following fields:
    • Posting Date:
      02/15/08
    • Direct Unit Cost Excl. Tax:
      $11
  • You post the purchase order as invoiced.
In this scenario, you receive the error message that is mentioned in the "Symptoms" section.
Cause
You try to post an adjustment for the sales invoice that has a date of 01/01/08. This date is the sales shipment date and is also allowed by the Allow Posting From date setting in the general ledger. However, you cannot post documents before 02/01/08 because of the user setup.

Scenario 8

Note This scenario only applies to Microsoft Dynamics NAV 4.0 Service Pack 3.

In the following scenario, you specify both the Allow Posting From date in the General Ledger Setup dialog box and the inventory period in the Inventory Periods dialog box.
  • In the General Ledger Setup dialog box, you specify the following fields:
    • Allow Posting From:
      02/01/08
    • Allow Posting To:
      02/28/08
  • In the User Setup dialog box, you specify the following fields:
    • Allow Posting From:
      02/01/08
    • Allow Posting To:
      02/28/08
  • In the Purchase Order dialog box, you reopen the purchase order for which you want to adjust the cost and then specify the following fields:
    • Posting Date:
      02/15/08
    • Direct Unit Cost Excl. Tax:
      $11
  • You post the purchase order as invoiced.
The updated item ledger entries are as follows:
Posting dateEntry typeExpected cost amountActual cost amount
01/01/08Purchase0.0011.00
01/01/08Sale0.00-11.00
The updated value entries are as follows:
Posting dateItem ledger entry typeAdjustmentExpected cost amountActual cost amount
01/01/08Purchase10.000.00
01/01/08Sale0.00-10.00
02/15/08Purchase-10.0011.00
02/15/08SaleCheck box selected0.00-1.00
The sales adjustment date is the applying purchase invoice date.

Note In Microsoft Dynamics NAV 4.0 Service Pack 1, the sales adjustment is posted by using the sale date. Therefore, you receive the error message that is mentioned in the "Symptoms" section.