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

Article
03/20/2024

This article describes how to continue a check run after the check run is interrupted in Payables Management in Microsoft Dynamics GP.

Applies to: Microsoft Dynamics GP
Original KB number: 852064

Introduction

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 check run as you did before. Continue as normal. No other steps are required.

Option 2 -If you can't 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:

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 sign out from Microsoft Dynamics GP.
2. On the File menu, select Backup.
3. In the Company Name list, select the company that you want to back up.
4. In the Select the backup file box, select the yellow folder to open the location in which you want to put the backup file.
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 it, run the following scripts against the Dynamics database:
```
SELECT * FROM DYNAMICS..ACTIVITY
SELECT * FROM DYNAMICS..SY00800 
SELECT * FROM DYNAMICS..SY00801 
SELECT * FROM TEMPDB..DEX_LOCK 
SELECT * FROM TEMPDB..DEX_SESSION
```
Note

When all users are signed 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.
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
```
Reset Batch Status: Set the computer check batch back to available status. To do it, run the following script against the company database:
```
UPDATE SY00500 SET MKDTOPST=0, BCHSTTUS=0 where BACHNUMB='XXX'
```
Note
- Replace XXX with the batch number or the name of the batch that you're 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
Review the batch and verify the accuracy of the transactions in the batch.
Go to Step 2: Use the appropriate method. For more information about restoring Microsoft Dynamics GP from a backup, see KB - 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 weren't printed and not posted, use Method 1.
If all the checks were printed and all the checks weren't 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's data-damage (such as the check appears to be applied, but doesn't exist), you must restore to a backup immediately. (If you're unable to do it, the Partner will need to contact the Partner Assist team 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 weren't printed

Review batch: After you've 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 select Print Checks. (Because the batch may be damaged, don't reprint or post the recovered batch.)
2. In the Print Payables Checks window, select the Payables batch in the Batch ID field.
3. select Print.
4. When the Report Destination window appears, select the appropriate report destination, and then select OK.
Run check links: Run the Check Links operation on the Payables Transaction logical files. It's recommended to do it in a TEST company first and only do this step in the LIVE company if you agree with the results. If you do it in the LIVE company, be sure to make a current backup first and restore to the backup if you don't 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 select Check Links.
2. In the Series list, select Purchasing.
3. In the Logical Tables list, select Payables Transaction Logical Files, and then select Insert to move this file to the Selected Tables list.
4. select OK.
5. When you're prompted, select a report destination, and then select OK.
Delete batch: Delete the computer check batch.
1. On the Transactions menu, point to Purchasing, and select Batches.
2. 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.)
3. Select Delete.
4. When you're prompted to delete the batch, select Delete.
Rebuild batch: Reenter the checks and continue with the check run 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 select Select Checks.
- Edit Payables Check Batch window
  
  To access the Edit Payables Check Batch window, point to Purchasing on the Transactions menu, and then select Edit Check Batch.
- Edit Payables Checks window
  
  To access the Edit Payables Checks window, point to Purchasing on the Transactions menu, and then select Edit Check.

Method 2: The checks were printed, but not posted

Review batch: After you've 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 select Print Checks.
2. In the Print Payables Checks window, select the Payables batch in the Batch ID field.
3. Select Print.
4. When the Report Destination window appears, select the appropriate report destination, and then select OK.
Delete batch: Delete the Payables check batch. To do it, follow these steps:
1. On the Transactions menu, point to Purchasing, and then select Batches.
2. In the Batch ID field, select the batch that you want to delete.
3. Select Delete.
4. When you're prompted to delete the batch, select Delete.
Run check links: Run Check Links on the Payables Transaction logical files and on the Payables History logical files. It's recommended to do it in a TEST company first and only do this step in the LIVE company if you agree with the results. If you do it in the LIVE company, be sure to make a current backup first and restore to the backup if you don't agree with the results. To do it, follow these steps:
1. I Microsoft Dynamics GP, point to Maintenance on the Microsoft Dynamics GP menu, and then select Check Links.
2. In the Series list, select Purchasing.
3. In the Logical Tables list, select Payables Transaction Logical Files, and then select Insert to move this file to the Selected Tables list.
4. In the Logical Tables list, select Payables History Logical Files, and then select Insert to move this file to the Selected Tables list.
5. Select OK.
6. When you're prompted, select a report destination, and then select OK.
Revert check number: Specify in the Checkbook setup that you want to reuse the same check numbers. To do it, follow these steps:
1. On the Cards menu, point to Financial, and then select 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, 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
  
  It 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 check run.
5. Select Save.
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 select Select Checks.
- Edit Payables Check Batch window
  
  To access the Edit Payables Check Batch window, point to Purchasing on the Transactions menu, and then select Edit Check Batch.
- Edit Payables Checks window
  
  To access the Edit Payables Checks window, point to Purchasing on the Transactions menu, and then select 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 .
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.
Post: Post the batch

To post the Payables check batch, follow these steps:
1. On the Transactions menu, point to Purchasing, and then select 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, select Post Checks.
5. Select 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're set up to Post Through to General Ledger Files, review the Detailed Trial Balance report to verify the posted GL entries are correct.

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

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 select 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.
Solution 2

Delete batch: After you've 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 select Batches.
2. In the Batch ID field, select the batch that has to be deleted.
3. Select Delete.
4. When you're prompted to delete the batch, select Delete.
Run Check Links: Run Check Links on the Payables Transaction logical files and on the Payables History logical files. It's recommended to do it in a TEST company first and only do this step in the LIVE company if you agree with the results. If you do it in the LIVE company, be sure to make a current backup first and restore to the backup if you don't agree with the results. To do it, follow these steps:
1. In Microsoft Dynamics GP, point to Maintenance on the Microsoft Dynamics GP menu, and then select Check Links.
2. In the Series list, select Purchasing.
3. In the Logical Tables list, select Payables Transaction Logical Files, and then select Insert to move this file to the Selected Tables list.
4. In the Logical Tables list, select Payables History Logical Files, and then select Insert to move this file to the Selected Tables list.
5. Select OK.
6. When you're prompted, select a report destination, and then select OK.
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 select Transaction by Vendor.
2. In the Vendor ID field, select the associated vendor ID.
3. Select the document that you want, and then select the Document Number link.
4. In the Payables Transaction Entry Zoom window, select 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, select Distributions to view distribution information for a transaction.
6. Verify that the information is correct.
Rebuild/Repost: After you delete the batch and run Check links, find the unposted checks for the unapplied documents.
1. Rebuild another computer check batch and reselect only those invoices that still have an OPEN status.
  
  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.
2. Determine what 'check number' you previously printed that you need to 'start' on. (You may need to go to Cards > Financial > Checkbook, and mark the option to Allow duplicate check numbers for now.)
3. Proceed with the check run and update the check number as needed (to match what you printed earlier) and then Print the checks to the screen or to blank paper again if needed.
4. Review to make sure the check numbers align with the vendor ID's to what was printed and if all is correct, then you can Post the Batch.
5. Review for accuracy.
Verify that GL was updated correctly.
- If any GL entries are missing, verify if there's a GL batch that is unposted. If not, you may need to key a GL entry directly in to GL under Transactions > Financial > General.
- If there are duplicate Journal entries in GL, then go find the JE numbers, and go to Transactions > Financial > General, and select the CORRECT button, select the original JE and year, and back out the JE. (or you can just key an offsetting JE to reverse one of the duplicate JE's out.)
Verify that bank reconciliation was updated correctly.
- Review that all checks are in the CM20200 table under the checkbook ID.
- If checks are duplicated in bank reconciliation, it's recommended to key an offsetting increase adjustment in bank reconciliation to offset them (so the checkbook balance is increased and GL is updated). If you don't need GL updated, then stop the batch in GL and delete it, (or you can key a deposit without receipts instead of an increase adjustment, as deposits don't hit GL. Just put a good note on it.)