"The journal entry is not accessible." displays in the Journal Entry Inquiry window in Microsoft Dynamics GP

Applies to: Dynamics GP 2010Financials General Ledger

Symptoms


When trying to view a journal entry in the Journal Entry Inquiry window, this message displays:  "The journal entry is not accessible."

Cause


There are several reasons on why this message may happen:

1. A 3rd party product is interferring- see Method #1 in the Resolution section.

2. The transaction for the journal entry has been removed from the GL table - see Method #2 in the Resolution section below.

3. For any other reason, open a support case for further assistance and attach the Dexsql.log in Method #3. 



Resolution


Below are possible explanations on why the Journal Entry (JE) may not be accessible to view:



Method #1: A 3rd party product may cause the journal entry not to display. To test, follow these steps:

1. On the Microsoft Dynamics GP menu, point to Tools, point to Customize and click on Customization Status.

2. Click on any 3rd party product and then click Disable. (You can leave "Microsoft Dynamics GP" enabled, but can disable all others. Although any other Microsoft products should compatible.) Disable any 3rd party products that you recognize.

3. Exit out of the window.

4. Now test pulling up the Journal entry again. (You may need to go back and click on Enable for a few modules and keep testing, until you find the module that is causing the problem.)

NOTE: Disabling modules in the Customization Status window is temporary. Therefore, if you exit out of Microsoft Dynamics GP and log back in, all the products will automatically become enabled again. 

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Method #2: Check if the transaction does exist in the General Ledger (GL) tables. If it is missing from the open table, this would explain why it doesn't pull up. To do this, follow these steps:

1. Open SQL Server Management Studio.

2. Click on "New Query" in the top menubar.

3. Select the company database from the drop-down list.

4. Copy in these scripts to look for the transaction in the GL Year-to_Date transaction Open table (GL20000) or the GL Account Transaction History table (GL30000). Execute these scripts against the company database to locate where the Journal Entry resides.

Select * from GL20000 where JRNENTRY = 'xxx' (insert in the JE# for the xxx placeholder)
Select * from GL30000 where JRNENTRY = 'xxx' (insert in the JE# for the xxx placeholder)


NOTE: You should get at least two lines returned from the open table: each journal entry will have at least one debit and one credit record. If you don't get any results returned, then the journal entry has been removed from the GL table which would explain why you are not able to view it.

NOTE: The Journal Entry Inquiry window is designed to pull from the open table. So if you find it in the history table, you would not be able to view it using the Journal Entry Inquiry window. You can only view historical journal entries using Smartlist.

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Method #3: For any other reason, turn on a dexsql.log of trying to view the journal entry and open a new chargeable support case for further assistance. To turn on the dexsql.log, follow the steps in KB 850996.

1. Turn on the dexsql.log using the steps in KB 850996. The link is:

https://mbs.microsoft.com/knowledgebase/KBDisplay.aspx?scid=kb;EN-US;850996

2. Log into Microsoft Dynamics GP and click on Inquiry, point to Financial and click on Journal Entry Inquiry.

3. Type in the Journal Entry number and stop.

4. Delete the dexsql.log that was created up into this point in the GP code folder, as we don't need any data in the log up to this point.

5. Back in the Journal Entry Inquiry widnow, click OK to reproduce the message. Stop there.

6. Flip over to the GP code folder and immediately rename the dexsql.log that was created, so you do not write anything else you do in GP to this log.

7. Open a support case and attach the dexsql.log to the case for review.