Every now and then, someone will contact us regarding an error message that alerts the user that the Dynamics NAV posting date is not within range.
While most NAV users may be familiar with this error message, the cases noted in our blog are unique because under these scenarios the posting date is well within the user’s allowed posting date range. In many instances, it involves an ordinary sales order that for some strange reason refuses to post because it’s coming up with a seemingly random posting date somewhere deep in the system.
The problems are not the result of a loose virtual screw deep in the heart of your accounting system, instead it is most often the result of the inventory costing process going about its job. When inventory comes in, it is assigned a cost. This cost may not be the final cost and before all is said and done, it will be necessary for adjustments to be made to an item’s value. While the mechanics and reasons for this are beyond the scope of this article, it helps just knowing that the system will try to post any cost adjustments at the date that inventory is received.
Herein lies the problem. Since inventory consumption doesn’t respect the arbitrary divisions of time that we use to keep track of money, it is likely that some inventory cost adjustments are bound to occur on dates that have already been locked down. There are several mechanisms that do this in NAV (Accounting Periods are not one of them). The ones that most users are familiar with are the allowed posting dates in General Ledger Setup and User Setup. The allowed date ranges in General Ledger Setup provide a default setting while the date ranges in User Setup allow each user to have their own allowed date range. It is very common for most NAV users to maintain the settings in the User Setup screen and ignore the ones in General Ledger Setup.
This is fine, except there is one place in the system that uses the posting date range in the General Ledger Setup exclusively. Inventory posting uses the dates in the General Ledger Setup to determine what dates can be used with inventory cost adjustments. The problem is the posting dates may not always line up with the user’s allowed posting dates, and when that is the case, the user will get a Dynamics NAV Posting Date is not within your range error message.
This is where Inventory Periods come in. Inventory Periods work in conjunction with the Posting Date range allowed in General Ledger Setup to determine the date that cost adjustments will post. Keep in mind, this only applies when the requested posting date is not within the range created by the combination of General Ledger Setup and Inventory Periods.
Value Entries and General Ledger Entries will post only within the range allowed in General Ledger Setup, even if a prior Inventory Period is open. For example, if the March Inventory Period is still open, but General Ledger Setup only allows posting from May 1st on, inventory valuation adjustments will still be allowed for inventory transactions that occurred in March, but these adjustments will all have a posting date of May 1st because of the General Ledger Setup restriction. When this occurs, it is recommended that the Inventory Period and General Ledger Setup pages are maintained regularly and in coordination with one another.
Setting Up Inventory Periods
The Inventory Periods screen is simple to use. To create a new period, create a new line by clicking the “New” button at the top, or pressing Ctrl+Insert (you may have to click the “Edit List” button or press Ctrl+Shift+K to get the screen into edit mode).
Before closing periods, be sure to run Adjust Cost Item Entries if it has not already been run. You will receive a warning message when closing the period reminding you to do this.
Next, run the Test Report. This will catch any potential problems before you find them during the closing process. In the example below, the open item ledger entry is a negative adjustment which is creating negative inventory for that item. This entry will need to be applied to close the period since you cannot close an inventory period with inbound transactions still open.
Finally, when you are ready to close, select the latest period through which you want to close inventory and click “Close Period”. This will bring up a dialog confirming that you want to close. Click “Yes” and if there are no errors, your inventory periods will be closed.