How to continue a check run that was interrupted in Payables Management in Microsoft Dynamics GP

INTRODUCTION
This article describes how to continue a check run after the check run is interrupted in Payables Management in Microsoft Dynamics GP.
More information
To continue after an interruption that occurs during a Payables Management check run, follow the appropriate option in step 1 below first:

Step 1: Restore Microsoft Dynamics GP from a backup

Option 1 - To continue after a check run is interrupted, restore Microsoft Dynamics GP to a prior backup, and rebuild the checkrun as you did before. Continue as normal. No additional steps are required.

Option 2 -If you cannot resolve this problem by restoring Microsoft Dynamics GP from a backup, follow these steps below to clear out the temp tables and reset the batch back to available status using the steps below:
  1. MAKE A CURRENT BACKUP: Make sure that you have a current backup of the company database. To back up the company database in Microsoft Dynamics GP, follow these steps: 
    1. Have all users log out from Microsoft Dynamics GP.
    2. On the File menu, click Backup.
    3. In the Company Name list, click the company that you want to back up.
    4. In the Select the backup file box, click the yellow folder to open the location in which you want to put the backup file.
  2. VIEW TEMP TABLES: View the contents of the following tables to verify that all users are logged out:
    • DYNAMICS..ACTIVITY
    • DYNAMICS..SY00800
    • DYNAMICS..SY00801
    • TEMPDB..DEX_LOCK
    • TEMPDB..DEX_SESSION
     To do this, run the following scripts against the Dynamics database:
    SELECT * FROM DYNAMICS..ACTIVITYSELECT * FROM DYNAMICS..SY00800 SELECT * FROM DYNAMICS..SY00801 SELECT * FROM TEMPDB..DEX_LOCK SELECT * FROM TEMPDB..DEX_SESSION
    Note When all users are logged out of Microsoft Dynamics GP, the tables above should be empty. Any records existing in these tables if all users are out of Microsoft Dynamics GP would be stuck records.
  3. DELETE TEMP TABLES: If no results are returned, go to step 4. Otherwise, clear the stuck records by using any of the following appropriate scripts: (Be sure all users are out of Microsoft Dynamics GP.)
    DELETE DYNAMICS..ACTIVITY DELETE DYNAMICS..SY00800 DELETE DYNAMICS..SY00801 DELETE TEMPDB..DEX_LOCK DELETE TEMPDB..DEX_SESSION
  4. RESET BATCH STATUS: Set the computer check batch back to 'available' status.  To do this, run the following script against the company database: 
    UPDATE SY00500 SET MKDTOPST=0, BCHSTTUS=0 where BACHNUMB='XXX'
    Notes
    • Replace XXX with the batch number or the name of the batch that you are trying to post or select in Microsoft Dynamics GP.
    • The value of BACHNUMB is the same as the value of the Batch ID window in Microsoft Dynamics GP
  5. Review the batch and verify the accuracy of the transactions in the batch. 
  6. Go to "Step 2: Use the appropriate method."
For more information about restoring Microsoft Dynamics GP from a backup, click the following article number to view the article in the Microsoft Knowledge Base:
850289 A batch is held in the Posting, Receiving, Busy, Marked, Locked, or Edited status in Microsoft Dynamics GP

Step 2: Use the appropriate method

If you followed Option 2 from Step 1 above, then read each method below and determine which method you should use next to proceed:
  • If all the checks were not printed and not posted, use Method 1.
  • If all the checks were printed and all the checks were not posted, use Method 2.
  • If all the checks were printed, but only some of the checks were partly posted, use Method 3.
  • If the posting was interrupted and there is data-damage (such as the check appears to be applied, but doesn't exist), you must restore to abackup immediately. (If you are unable to do this, the Partner will need to contact the Partner Assist team at Napa@Microsoft.com to open an advisory service request (as fixing damaged data is a billable consulting service and outside the scope of your regular support policy.) 

Method 1: The checks were not printed.

  1. REVIEW BATCH: After you have completed the steps in "Step 1: Restore Microsoft Dynamics GP from a backup," and if the status of the batch is Available, print and edit list of the batch so that you know what is included in the batch.

    To print a batch edit list, follow these steps:
    1. On the Transactions menu, point to Purchasing, and then click Print Checks. (Because the batch may be damaged, do not reprint or post the recovered batch.)
    2. In the Print Payables Checks window, select the Payables batch in the Batch ID field.
    3. Click Print.
    4. When the Report Destination window appears, select the appropriate report destination, and then click OK.
  2. RUN CHECK LINKS: Run the Check Links operation on the Payables Transaction logical files. It is recommended to do this in a TEST company first and only perform this step in the LIVE company if you agree with the results. If you do this in the LIVE company, be sure to make a current backup first and restore to the backup if you do not agree with the results.  To run the Check Links operation, follow these steps:
    1. In Microsoft Dynamics GP, point to Maintenance on the Microsoft Dynamics GP menu, and then click Check Links.
    2. In the Series list, click Purchasing.
    3. In the Logical Tables list, click Payables Transaction Logical Files, and then click Insert to move this file to the Selected Tables list.
    4. Click OK.
    5. When you are prompted, select a report destination, and then click OK.
  3. DELETE BATCH: Delete the computer check batch.

    a. On the Transactions menu, point to Purchasing, and click Batches.
    b. In the Batch ID field, select the batch that you want to delete. (Be sure to print an edit list of the batch first before deleting it.)
    c. Click Delete.
    d. When you are prompted to delete the batch, click Delete.
  4. REBUILD BATCH: Re-enter the checks and continue with the checkrun as normal.You can re-create Payables checks from one of the following locations:
    • Select Payables Checks window

      To access the Select Payables Checks window, point to Purchasing on the Transactions menu, and then click Select Checks.
    • Edit Payables Check Batch window

      To access the Edit Payables Check Batch window, point to Purchasing on the Transactions menu, and then click Edit Check Batch.
    • Edit Payables Checks window

      To access the Edit Payables Checks window, point to Purchasing on the Transactions menu, and then click Edit Check.

Method 2: The checks were printed, but not posted.

  1. REVIEW BATCH: After you have completed the steps in Step 1 and set the status of the batch to Available, print a batch edit list.

    To print a batch edit list, follow these steps:
    1. On the Transactions menu, point to Purchasing, and then click Print Checks.
    2. In the Print Payables Checks window, select the Payables batch in the Batch ID field.
    3. Click Print.
    4. When the Report Destination window appears, select the appropriate report destination, and then click OK.
  2.  DELETE BATCH: Delete the Payables check batch. To do this, follow these steps:
    1. On the Transactions menu, point to Purchasing, and then click Batches.
    2. In the Batch ID field, select the batch that you want to delete.
    3. Click Delete.
    4. When you are prompted to delete the batch, click Delete.
  3. RUN CHECK LINKS: Run Check Links on the Payables Transaction logical files and on the Payables History logical files. It is recommended to do this in a TEST company first and only perform this step in the LIVE company if you agree with the results. If you do this in the LIVE company, be sure to make a current backup first and restore to the backup if you do not agree with the results. To do this, follow these steps:
    1. I Microsoft Dynamics GP, point to Maintenance on the Microsoft Dynamics GP menu, and then click Check Links.
    2. In the Series list, click Purchasing.
    3. In the Logical Tables list, click Payables Transaction Logical Files, and then click Insert to move this file to the Selected Tables list.
    4. In the Logical Tables list, click Payables History Logical Files, and then click Insert to move this file to the Selected Tables list.
    5. Click OK.
    6. When you are prompted, select a report destination, and then click OK.
  4. REVERT CHECK NUMBER: Specify in the Checkbook setup that you want to reuse the same check numbers. To do this, follow these steps:
    1. On the Cards menu, point to Financial, and then click Checkbook.
    2. In the Checkbook Maintenance window, select the checkbook that is used to process Payables checks in the Checkbook ID field.
    3. In the Payables Options section, click to mark the following check boxes:
      • Duplicate Check Numbers
      • Override Check Number
    4. In the Next Check Number field, set the Next Check Number back to the first check number that was originally used for the printed checks, so you can reprint the original checks again but to the screen and reuse the same check numbers. (Refer the Computer Check Edit List you printed.) (Note: This assumes that no one else is printing checks, and the Next Check Number had advanced to the last check number that was printed in the interrupted checkrun.)
    5. Click Save.
  5. REBUILD BATCH: Re-create the checks. 

    You can re-create Payables checks from one of the following locations:
    • Select Payables Checks window

      To access the Select Payables Checks window, point to Purchasing on the Transactions menu, and then click Select Checks.
    • Edit Payables Check Batch window

      To access the Edit Payables Check Batch window, point to Purchasing on the Transactions menu, and then click Edit Check Batch.
    • Edit Payables Checks window

      To access the Edit Payables Checks window, point to Purchasing on the Transactions menu, and then click Edit Check.

      Note Make sure that you set the check number back to the original beginning check number. Before you print and post the checks, verify the batch edit list and the information in the Payables Transaction Inquiry window to make sure that the invoices still have a status of Open.
  6. PRINT: Print the checks to the screen or to plain paper.

    Note You can print Payables checks from the location in which you created the checks.
  7. POST: Post the batch. 

    To post the Payables check batch, follow these steps:
    1. On the Transactions menu, point to Purchasing, and then click Post Checks.
    2. In the Post Payables Checks window, select the batch ID that has to be posted in the Batch ID field.
    3. Enter the appropriate posting date for the checks.
    4. In the Process list, click Post Checks.
    5. Click Process.

Method 3: All the checks in the check run were printed, but the checks were only partly posted

Solution 1

If you have a backup, you can only restore and print the checks to the screen or to blank paper, and then post the checks.

Note Remember to verify that General Ledger items were posted correctly. If you are set up to Post to General Ledger, verify a saved batch exist in GL and is correct. If you are set up to Post Through to General Ledger Files, review the Detailed Trial Balance report to verify the posted GL entries are correct. 

To set up the ability to post transaction entries to General Ledger, point to Tools on the Microsoft Dynamics GP menu, point to Setup, point to Posting, and then click Posting. Select Purchasing for the Series and Computer Checks for the Origin. Mark if you want the batch to Post to General Ledger (stop the batch in GL), or Post Through to General Ledger Files.

To verify the entries in General Ledger by printing the Detail Trial Balance report, point to Financial on the Reports menu, and then click Trial Balance.

Solution 2

  1. DELETE BATCH: After you have completed the steps in "Step 1: Restore Microsoft Dynamics GP from a backup," and if the status of the batch is Available, delete the batch. To delete the Payables check batch, follow these steps:
    1. On the Transactions menu, point to Purchasing, and then click Batches.
    2. In the Batch ID field, select the batch that has to be deleted.
    3. Click Delete.
    4. When you are prompted to delete the batch, click Delete.
  2. RUN CHECK LINKS: Run Check Links on the Payables Transaction logical files and on the Payables History logical files. It is recommended to do this in a TEST company first and only perform this step in the LIVE company if you agree with the results. If you do this in the LIVE company, be sure to make a current backup first and restore to the backup if you do not agree with the results. To do this, follow these steps:
    1. In Microsoft Dynamics GP, point to Maintenance on the Microsoft Dynamics GP menu, and then click Check Links.
    2. In the Series list, click Purchasing.
    3. In the Logical Tables list, click Payables Transaction Logical Files, and then click Insert to move this file to the Selected Tables list.
    4. In the Logical Tables list, click Payables History Logical Files, and then click Insert to move this file to the Selected Tables list.
    5. Click OK.
    6. When you are prompted, select a report destination, and then click OK.
  3. VERIFY: Verify that the items that you posted are posted correctly. Make sure that both the Apply information and the Distribution information is correct for the Payables checks.

    To verify this information in the Payables Transaction Inquiry - Vendor window, follow these steps:
    1. On the Inquiry menu, point to Purchasing, and then click Transaction by Vendor.
    2. In the Vendor ID field, click the associated vendor ID.
    3. Click to select the document that you want, and then click the Document Number link.
    4. In the Payables Transaction Entry Zoom window, click Apply to view the information about invoice documents and about credit memos, returns, or payments that were applied to those documents.
    5. In the Payables Transaction Entry Zoom window, click Distributions to view distribution information for a transaction.
    6. Verify that the information is correct.
    7. After you delete the batch and run the Check Links operation, find the unposted checks for the unapplied documents.
    8. Re-select only those invoices that still have a status of Open.
    9. Print the checks to the screen or to blank paper.
    10. Post the batch.

      Note Make sure that the checks that you select appear in the line that contains the check numbers that printed. Otherwise, you may have to process one vendor or a range of vendors at a time.
850264 payables checkrun check-run payrun interrupted interruption restart cheque cheques chequerun cheque-run cheque run
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Article ID: 852064 - Last Review: 04/20/2016 15:01:00 - Revision: 14.0

Microsoft Dynamics GP 2015, Microsoft Dynamics GP 2013, Microsoft Dynamics GP 2010, Microsoft Dynamics GP 10.0, Microsoft Dynamics GP 9.0

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