No Matching Records Found(G/L Account)/(Whse Journal)

Overview

The G/L Accounts used by SAP Business One when posting transactions are defined in the following functions:

• Business Partner Master Data
• G/L Account Determination
• Item Group - If the items were set by Item Group in the 'Set G/L Accounts By' field of the Item Master Data -> Stock Tab.
• Warehouses - If the items were set by Warehouse in the 'Set G/L Accounts By' field of the Item Master Data -> Stock Tab.
• Item Master Data Level

If the required G/L Accounts are missing in the above functions, an error message is shown be shown. This RCA will show the most common scenarios where a G/L Account is missing.

Note: Starting release 2007, a 'Period Selection' field is now available to enable you to define G/L Accounts to be used for different posting periods.



It can be possible that G/L Accounts for prior year (e.g. 2009) were defined, but not for the current year.

Setting 1 - Rounding Account

When posting marketing documents involving foreign currencies (FC), rounding differences may occur when converting the FC amounts into Local and System currencies.

What to do/check?

• Verify if Rounding Account is defined in Administration -> Setup -> Financials -> G/L Account Determination -> General tab.

Setting 2 - Stock Account

If the transaction involves stock posting (receipts and issues), the system requires a stock and cost of sales account. For example: Delivery, AR Invoice, Goods Receipt PO, AP Invoice.

What to do/check?

1. Verify the source of the G/L Accounts in the Item Master Data -> Stock Data tab.
2. In the 'Set G/L Account By' field, check if it is set as Warehouse, Item Group or Item Level.
   
   
3. Depending on the setting in Step 2, go to the relevant function window to define the G/L Accounts.

Setting 1 - Changes in the Item Type

In earlier patches of Release 2005, the item's type can be changed if certain requirements are fulfilled (e.g. from Non-stock to Stock type).

Here is a sample purchase scenario:

1. An item was created and the 'Stock' box in the Item Master Data was not selected.
2. A Goods Receipt PO was posted for the 'Non-Stock' item. As the item was 'non-stock', there was no journal entry posted.
3. The item was updated and the 'Stock' box was ticked.
4. In the Goods Receipt PO, go to Data -> Close. The error message will be displayed:




5. Or, copy the Goods Receipt PO to an AP Invoice. The error message will be displayed:

Reason

When the 'Close' function is triggered in Step 4 or the 'Copy' is made in Step 5, SAP tries to reverse the Journal Entries created during the Goods Receipt transaction.
However, since there was no entry created during the transaction, SAP cannot proceed and hence an error message is shown.

What to do/check?

In the specific case:

• 'Closing' the Goods Receipt PO and creating an AP Invoice based on the Goods Receipt PO will no longer be possible, unless the Item type is set back to 'Non-Stock' type.
• If the Item's type remains as 'Stock' type, the Goods Receipt PO cannot be closed using the Data -> Close function.
• If the Item's type remains as 'Stock' type, an independent AP Invoice can be created. This will increase the item's on-hand quantity. If the quantity needs to be adjusted, a Goods Issue (from Stock Module) may be posted.

Here is a sample sales scenario:

1. An item was created and the 'Stock' box in the Item Master Data was not selected.
2. A Goods Receipt PO was posted for the 'Non-Stock' item. As the item was 'non-stock', there was no journal entry posted.
3. A Delivery was posted for the 'Non-Stock' item.
4. The item was updated and the 'Stock' box was ticked.
5. Copy the Delivery to an ARP Invoice. The error message will be displayed :

Reason

When the 'Copy' is made in Step 5, SAP tries to re-issue the item and calculate its unit cost.

What to do/check?

In the specific case:

• A Sales Return can be created and then re-create the Delivery.
• If the Item's type remains as 'Stock' type, an independent AR Invoice can be created. This will decrease the item's on-hand quantity. If the quantity needs to be adjusted, a Goods Receipt (from Stock Module) may be posted.

Setting 2 - Invalid G/L Accounts

G/L Accounts may have been defined correctly; however, they may have been set as on-hold or they were removed by mistake from the Chart of Accounts Maintenance function.

What to do/check?

• Review the G/L Accounts. Ensure that they are not placed on-hold.

No Matching Records Found (Whse Journal)

Note 1129051 - LOC_IL_NL Transferred year Goods Return cannot be closed.

What to do/check?

• Upgrade to 2005A SP01 PL44

Note 1351170 - A/R Correction Invoice with decreased quantity is not added.

What to do/check?

• Upgrade to 2007A SP01 PL06

No Matching Records Found (G/L Accounts)

Note 979440 - Wrong upgrade of open Invoices with Assembly BOM to 2005A SP01.

What to do/check?

• Upgrade to 2005A SP01 PL10

Note 1000185 - Cant add draft document after approval procedure.

What to do/check?

• Log a message to SAP Support Center.