iDocuments and SAP Business One Posting Statuses

First published on: 20 March 2024

Introduction

This section discusses posting transactions to SAP Business One (SAP B1). You can obtain further information regarding your specific implementation through your SAP partner.

Symptom 

Documents are posted to the incorrect period or not posting.

Investigation

The iDocuments transaction logs may have an error indicating the inability to post. For example:

Error adding Invoice in US_SAPB1DB for partner . -5002 - 10000156 - Posting Date deviates from the defined range. To complete the operation, define the posting period to match the entered Posting Date.

The period statuses and allowed date ranges should be checked in SAP against the dates entered in iDocuments (e.g., if a document date has been captured incorrectly in iDocuments, it could seem that the current period is open, but SAP is actually looking at a different period).

Note: Depending on the document type, the labels in iDocuments can be different from SAP (e.g., Due/Delivery date and Document/Tax date).

Below are the period statuses from SAP B1 and the action iDocuments will attempt to carry out.

Unlocked

This is the normal status for a posting period that's active and current.

All users may post to this period all types of transactions and documents.

It's the default posting period and will be assigned automatically to any new posting periods that are created.

iDocuments will post all transactions into this unlocked period.

Unlocked Except Sales

You should give your posting periods "unlocked, except sales" status when the period has ended by date but may still have purchasing documents and other similar transactions.

This status will prevent sales from occurring (i.e., backdated ones that fall into this posting period).

iDocuments will not post any documents to periods with this status; iDocuments transactions will be posted into the next available open period, with the posting date set as the first date in that period. 

Closing Period

This status is for when the posting period has ended and all late documents have been posted to the period.

Posting may still be done to the period while in this status but the authorisation "Period - End Closing" must be given to the users who will be performing the postings.

For all purposes, this period is closed to all but the financial team, who will be tying up the loose ends of the period's transactions.

iDocuments will not post any documents to periods with this status; iDocuments transactions will be posted into the next available open period, with the posting date set as the first date in that period. 

Locked

When a period is marked as "locked" it is completely closed to postings. New documents or transactions cannot be posted to this period anymore.

The status signifies that this period is ready for year-end closing. Make sure you perform all adjustments needed before setting this status.

iDocuments will not post any documents to periods at this status; iDocuments transactions will be posted into the next available open period, with the posting date set as the first date in that period.

Note: Any changes to SAP periods are part of the master data sync, which is run hourly.

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