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Transactions processed in ERP are not showing in the ledgers

If a transaction has been processed in ERP but is not appearing in the sales, purchase, or nominal ledgers, there are several possible causes. Work through the checks below before raising a support case.

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Written by Andrew McNeice

Check for an invalid accounts error

If you received the message 'Accounts data has been found to be invalid' during processing, there was a problem with the transaction. This is usually caused by posting into an unauthorised period or an incorrect transaction code. Raise a support case so the team can investigate and reprocess the transaction.

Check your search filters

The transaction may already be in the ledger but excluded by your current search criteria.

  1. Open the relevant ledger and confirm the correct account is loaded.

  2. Review the search filters and criteria applied. Make sure all records have been loaded for the account before concluding the transaction is missing.

Check whether the transaction is held in a batch

The system may be configured to require batch processing before transactions post to the ledger.

  1. If the transaction is a sales transaction, go to Debtors, then click Process Batch.

  2. If the transaction is a purchase transaction, go to Creditors, then click Process Batch.

  3. If the transaction is a nominal transaction, go to Financials, then click Process Batch.

Check the transaction currency

Confirm that the currency of the transaction matches the currency set on the customer or supplier account. If it does not match, you will need to either repost the transaction with the correct currency or enable the Any Currency option on the account.

Check the transaction value

The system does not post zero-value transactions to the ledger, except for sales invoices.

If you are using actual costing for a despatched or invoiced item, check the lot despatched to confirm it has a unit cost assigned.

Check the order type interface

Confirm that the order type used has an interface code defined. If no interface code is set, nothing will post to the ledger.

For sales invoices, check which order type was used to process the invoice. It is common for invoices to be processed using the Proforma order type, which is not configured to post to the ledger.

Check the Import Service and ADM API

If month-end statements are not appearing in the Financials module (ADM) despite being processed in Supply Chain, check whether the Import Service and ADM API are running correctly. A stopped or stalled service can cause statement transfers to fail without generating an error message.

Raise a support case if either service needs to be restarted or investigated.

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