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Purchase and Sales Ledger transactions

  • 1.  Purchase and Sales Ledger transactions

    Posted Nov 05, 2019 07:16 AM

    I am not a finance person but as part of our AX2012 R3 implementation I have been asked to take across the Purchase Ledger and Sales Ledger transactions so that the Aged Debtors and Aged Creditors reports will be the same as our legacy system (AX4)

    Can someone tell me what the best way is to get the Ledger transactions out of AX4 and imported into AX2012 R3 so that the aged reports will match the reports from the legacy system at that point in time.

    Many thanks

    Fraser Kidd
    Livingston Precision Engineering (Ltd)
    Academy - Online Interactive Learning from Experts

  • 2.  RE: Purchase and Sales Ledger transactions

    Posted Nov 06, 2019 10:39 AM
    Hi Fraser,
    If you run the vendor aging and customer aging reports with details enabled/checked, that will give you all the open transactions that you'll want to migrate.  When you migrate to AX 2012 you'll need to put these transactions into an invoice journal for AP and a general journal for the customers.  Put the AP and AR GL account as the offset account so that the transactions credit and debit the same account and have no net impact on the GL and only get on the subledger.  This is a very high level overview, you can look online for guides for all the details involved.

    Ryan Sorenson
    Sunrise Technologies
    Riverton UT

    Academy - Online Interactive Learning from Experts

  • 3.  RE: Purchase and Sales Ledger transactions

    Posted Nov 06, 2019 05:26 PM
    To add to what Ryan said, you will need to make sure the aging of the invoices is taken care of when you do the upload.

    If your organization runs aging by Due Date, you need to fill that field in the uploaded balances and so forth.

    your "total" of open balances will have to match the opening balance uploaded through trial balance on the Accounts Payable / Accounts Receivable ledger account.
    To achieve that sometimes it is better for an organization to offset the balances to a "clearing" ledger account, where you can later reconcile your differences (that you always end up having....) between your trial balance and sub-ledger totals.

    Zvika Rimalt
    Functional Consultant
    Vancouver BC

    Academy - Online Interactive Learning from Experts

  • 4.  RE: Purchase and Sales Ledger transactions

    Posted Nov 06, 2019 05:29 PM
    ​Unfortunately the only way I am aware of to make your aging work with imported transactions is to import them into the system with the correct transaction date and into the correct fiscal period in which they would have been entered had they been live transactions.

    When we imported our open transactions into AX for go live our partners advised them all to be imported with the go live date. From a GL standpoint we were able to tie out the subledger and ledger details easily but none of the aging reports functioned correctly as the aging reports run off the net terms and the transaction date in the subledger.

    We were able to populate a separate field with the actual transaction date at import so we had visibility of the original transaction date but had to live with inaccurate aging (or manually age the open transactions) until they all cleared thru payables/receivables.

    If I had the opportunity to do over I would have done the go live process differently, and would have imported into the correct fiscal period.  Now 5 years later I know more than I did then!  We are currently on AX2012 RU2 so I can't testify to RU3 but I would assume the architecture is similar.

    Good luck!

    Debbie Parod
    Montana Silversmiths
    Columbus MT

    Academy - Online Interactive Learning from Experts

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