When you run the year end routine on the General Ledger in Dynamics GP the system automatically creates a journal to bring forward the balances for the Balance Sheet codes and it also closes all the profit and loss codes to the retained earnings account.
When you look at the header of the year end journal that’s created it shows a source document of BBF (Balance Brought Forward)
However if you take a closer look at the year end journal in smartlist you can see that some of the lines have a source document of “P/L”.
So why the mixture of BBF and P/L source documents for the year end journal?
The BBF entries are created to bring forward the balances of the “Balance Sheet” accounts and the “P/L” entries are created by closing the profit and loss accounts to the retained earnings account. As my demo data has multi currency postings to various profit and loss codes I get one entry per currency.
To confirm the correct amounts have been posted to the retained earnings account I can run the query below in SQL that sums all the amounts posted to the profit and loss accounts for the year 2024, and this reconciles back to the amounts posted to the retained earnings account on the year end journal:
The BBF entries are quite well known but I couldn’t find much information on the P/L source document which is why I created this post.
As more people have made the switch to home working I keep getting lots of questions around using Dynamics GP from home. Although there’s a lot of information on this subject already, I also wanted to document this on my blog as well. (plus I can provide a link to my favourite article on this subject as well :))
In short using the Dynamics GP rich client is only supported in a LAN environment. Essentially this means that the Dynamics GP client application and the SQL server hosting the databases need to reside on the same LAN. When connected in this way there’s a high speed and reliable connection between the Dynamics GP application and the SQL server, which is the environment Dynamics GP is designed to run in. Therefore its not advisable, or indeed supported, to use a locally installed Dynamics GP client from home, via a VPN using your home internet connection.
Although it may appear to work, if you were to use a Dynamics GP client installed locally from home you’d at best suffer performance issues, and at worst cause potential data inconsistency when posting. This is because batches are much more likely to “crash” or get interrupted when posted in this environment (i.e. a WAN environment).
Therefore if you wish to use Dynamics GP from home the best option would be to connect and use Dynamics GP via an RDS server that resides on the same LAN as the SQL server. Alternatively you could connect to a PC in the office that has GP installed either via RDP or some other screen sharing software. Also, if its installed and available, there’s also the possibility of using the Dynamics GP Web Client for remote working.
As to “why” you can’t use Dynamics GP safely from home, David Musgrave of Winthrop Development Consultants wrote an excellent article on this subject which can be found here.