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Avoid Auditor Confusion: Enable Posting Numbers in Microsoft Dynamics GP to Create a Sequential Numbering System

December 17, 2013

In Microsoft Dynamics GP it is a normal occurrence to find Journal Entry (JE) numbers in the general ledger (GL), which were either skipped or posted out of order. Why? Because:

  • People begin transactions only to be deleted, which causes a JE number to be skipped,
  • Transactions are left in batches for days before posting, which puts their JE numbers out of sequence by date
  • Manual JEs are created to adjust balances, thus pulling a JE number out from module use.

Problem: Auditor Inquiry

It can become messy in the GL, and this can be an issue when auditors stop by and want an explanation for missing or out-of-order JE numbers.

Solution: Enable Posting Numbers

This is an often-forgotten feature in GP, and it can be of tremendous help during audits or when reconciling the GL. Posting Numbers provides an alternative numbering system, which is sequenced 100% by the posting date and time.

To set this up, go to Administration>>Company>>Options>>Select 'Enable Posting Numbers'

Auditor Confusion 1

Once enabled, JEs will display the Posting Number in addition to the normal JE number.

Auditor Confusion 2

Additionally, you will be able to view all Posting Numbers used by year or period to aid in reconciliation and to show auditors.

Auditor Confusion 3

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