Guides: resolve a problem in GP, step by step
Some problems can't be fixed with one click, because a person has to decide something in GP: unapply a payment, void a check, post a correcting entry, run Check Links. For those, Ledger Doctor has guides: tested GP procedures, filled in with the real customer, document, batch and amount from what the check found.
Start a guide
- Open a check that found something, and choose Guide me on a record. On the AP and AR aging checks (C35, C36), choose Show the reconciling items and pick an item.
- Each way to resolve it says what it changes in the books, whether it touches posted data or a posted period, whether it can be undone, and whether it needs a backup or an approver's sign-off.
- When more than one way fits, Which fits? Ask AI picks the best ones for that record and says why. The AI only picks: every step is Ledger Doctor's own, tested in GP.
- Choose Start this guide.
Work through it
- Do each step in GP, then tick it. Each step names the GP window (for example
Transactions > Sales > Apply Sales Documents) and what you should see when it worked. - Dates you post with are checked against GP's fiscal periods first. If today's period is closed, the guide says so before GP refuses it.
- Guides that post to the GL or void something have a sign-off step that only an approver can tick.
- Guides that run a GP utility that changes data (Reconcile, Check Links, depreciation) start with a backup.
- If what you see in GP doesn't match a step, stop and use Report a bug. Don't guess.
Check my work
Check my work runs the check again (or rebuilds today's tie-out) and looks for the record. When it's gone, the guide is marked resolved. Every guide, who ticked each step and when, and what Check my work found are kept: they're on the Fix history page and in the close binder.
The guides
| Guide | Used for | Sign-off |
|---|---|---|
| Unapply and reapply a customer document A payment, credit memo or return is applied to the wrong invoices, or applied for more than it should be. | C11 Overapplied customer documents; C56 Payments and credits applied for more than their amount | |
| Unapply and reapply a vendor document A payment or credit is applied to the wrong vouchers, or applied for more than it should be. | C09 Overapplied vendor documents; C56 Payments and credits applied for more than their amount | |
| Void a payment A payment was entered wrong or never happened, and it's already posted (or in history), so it can't simply be unapplied. | C09 Overapplied vendor documents; C11 Overapplied customer documents | Yes |
| Post a correcting journal entry in an open period An amount reached the wrong GL account, or a GL entry doesn't match its document, and the fix is an entry in the GL rather than a change to the document. | C06 Posted journal entries out of balance; AP/AR tie-out: journal entries straight to the control account; AP/AR tie-out: GL entries with no document; AP/AR tie-out: voided documents whose GL doesn't match; AP/AR tie-out: documents whose GL differs; AP/AR tie-out: the opening balance | Yes |
| Close old fiscal periods Periods that are already reported are still open, so someone can still post into them. | K06 Old periods still open | Yes |
| Reopen a period, post, and close it again A correction has to be dated in a period that's already closed. | AP/AR tie-out: the opening balance | Yes |
| Run Reconcile (Financial) The GL's summary balances don't match its detail, or summary rows sit in the wrong year's table. | C07 Trial balance summary doesn't match detail; C45 GL summary rows in the wrong year table; C63 GL summary rows with negative totals | Backup first |
| Run Check Links Records that belong together disagree: a summary that doesn't match its documents, a voided document still open, or work left without its batch. | C09 Overapplied vendor documents; C11 Overapplied customer documents; C17 Voided vendor document still open; C18 Hidden unposted vendor transactions; C22 Voided customer document still open; C23 Hidden unposted customer transactions; C24 Customer applications pointing to missing documents; C55 Documents in batches that don't exist; C58 Applications in both the open and history tables; C67 Accounts missing from GP's account index; AP/AR tie-out: documents never posted to the GL; AP/AR tie-out: voided documents whose GL doesn't match; AP/AR tie-out: documents whose GL differs; AP/AR tie-out: closed with no application record; AP/AR tie-out: application history that doesn't match | Backup first |
| Clear or void an old bank item A check, deposit or bank transaction from long ago still hasn't cleared the bank. | C41 Old bank items still not cleared | Yes |
| Finish a bank reconciliation A checkbook hasn't been reconciled to a recent bank statement. | K07 Bank reconciliations behind | Yes |
| Run depreciation and post it Fixed asset depreciation hasn't been run through the last month-end. | K05 Depreciation not run through last month-end | Backup first |
| Give a user access to a company A GP user can't open a company: they get a login error, or they're missing from the database role. | C42 Company access without a database user; C43 Users missing from the DYNGRP role | |
| Recreate a GP user's SQL login A GP user exists but has no SQL Server login, so they can't sign in to GP. | S11 GP users without a SQL login | |
| Remove company access left behind for a deleted user GP's company access list still names a user who isn't in GP's user list any more, so User Access Setup can't show them and the access can't be changed there. | C42 Company access without a database user; C43 Users missing from the DYNGRP role | |
| Post or delete an unposted batch A batch is still waiting to be posted. | K01 Unposted payables batches; K02 Unposted sales batches; K03 Unposted GL batches; K13 Unposted Inventory batches; K14 Unposted Payroll batches; AP/AR tie-out: documents never posted to the GL; AP/AR tie-out: applied from unposted documents | Yes |
| Run the Purchasing or Sales Reconcile A vendor's or customer's summary balance doesn't match its open documents. | C15 Vendor balance doesn't match open documents; C20 Customer balance doesn't match open documents; C61 Customer or vendor balances with a fraction of a cent | Backup first |
| Fix a batch that claims transactions it doesn't have The batch's header says it holds transactions, but none are in it, so there's nothing to post. | C54 Batches that claim transactions they don't have; K01 Unposted payables batches; K02 Unposted sales batches; K03 Unposted GL batches; K13 Unposted Inventory batches | Backup first |
| Recover a stuck batch A batch shows a posting or busy status but nobody is posting it. | C04 Stuck batches | Yes |
| Remove a customer check entered twice The same check from a customer was entered as two cash receipts, so the customer's balance is understated and cash in the GL is overstated by the check amount. | C57 Customer checks entered twice | Yes |
| Give this company access to a currency and its exchange rate table This company has documents in a currency it has no access to, or no access to an exchange rate table for it. Common after a company is created or copied from another one. | C76 Currencies in use that GP can't convert | |
| Set the retained earnings account General Ledger Setup has no retained earnings account, or one that's gone or inactive, so GP can't close the year. | K12 No usable retained earnings account | |
| Decide why a document was reduced with no record GP shows a document's open amount lower than its amount, with no application or write-off record to explain it. Either an apply was removed and GP didn't restore the open amount, or the balance was loaded that way by an earlier conversion or integration. | AP/AR tie-out: reduced with no application record | |
| Delete a GP user who can't use any company A GP user has no SQL Server login and no access to any company, so nobody can sign in as them or use them. | S11 GP users without a SQL login | |
| Set up next year's fiscal periods The next fiscal year doesn't exist in GP yet. Nobody can post into it, and the GL year-end close needs it. | Year-end close checklist | |
| Inventory year-end close The fiscal year is over for Inventory and the final count is posted. | Year-end close checklist | Backup first |
| Receivables year-end close The calendar year (or the fiscal year) is over for Receivables. | Year-end close checklist | Backup first |
| Print and file 1099s It's January and 1099 vendors were paid last calendar year. | Year-end close checklist | |
| Payables year-end close The calendar year is over for Payables and the 1099s are printed. | Year-end close checklist | Backup first |
| Fixed Assets year-end close The fiscal year is over for Fixed Assets and the year's depreciation is posted. | Year-end close checklist | Backup first |
| General Ledger year-end close Every module's year-end work is done and the year's entries are final (audit entries can still be posted to the closed year later, if GL setup allows posting to history). | K11 Last year isn't closed in the GL; Year-end close checklist | Yes ยท Backup first |
| Payroll year-end and W-2s The calendar year's last payroll is done. | C83 Last year's payroll year-end wage file isn't created; Year-end close checklist | Backup first |
Plans
Guides are in both plans. Picking a guide with AI uses one AI request: Essentials includes 25 a month for that; on Close it comes out of the 200 a month for Explain with AI. Without AI, you pick the guide yourself.