delete unposted printed sales invoices

[barbola]

I have the option to Delete Invoices checked. I have the option to Void unchecked.

Yet, the users are still not allowed to Delete the documents after they print them.

My original reason for this was to avoid Voids because they show up in history, but I just now noticed there is an option in SOP setup to uncheck Track Void History.

I want to enforce returns rather than voiding, but if it isn't posted yet, I don't care if they delete it. We have other controls in place to keep the people honest.

 

[jazgeek]

great plains prevents you from deleting printed invoices. Good accounting policy to not allow deletion after someone's printed the invoice. You can delete unprinted invoices though with the setup you indicated.

voiding is what we use because of this function.



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and they wonder why they call it Great Pains!

jaz

 

[barbola]

Thanks, I will need to find a procedure for tracking void documents. I report outside of Great Plains alot and there is no way of identifying a void document in the SOP tables.

 

[jazgeek]

yes there is

look for a field called VOIDSTTS = 1, those are voided documents..... exclude them.



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and they wonder why they call it Great Pains!

jaz

 

[barbola]

Yeah you are right, but that is only for unposted documents. If it is a voided POSTED document, I cannot use that field. I have to remove those documents from history.

 

[jazgeek]

the field exists both in the open and the historical tables.



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and they wonder why they call it Great Pains!

jaz

 

[barbola]

Yes, but the field only refers to documents that were voided before they were posted. It does not indicate void documents that were voided after being posted.

IE. If I run a query on SOP30300 and say voidstts = 1 it will only show documents that were voided prior to posting. It will not give me the documents that have the '*' beside them in the sales inquiry list.

I have been burned by this many times, having to go back and manually find the void documents that should be been returned instead, and remove them from history so they don't show up in my query. The least difficult way to find them was to first find the ones that had never been paid.

 

[jazgeek]

ahhh, returns.... never used them caused too much trouble.

create a view to give you exceptions using returns as a document type, then use that view to filter out your invoice history. You'll need to do it on the line items though as you could potentially return half an invoice.




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and they wonder why they call it Great Pains!

jaz

 

[barbola]

Returns are okay, it's when Invoices are voided after being posted and then they still show up in a query.

With returns, I use SOPTYPE and then change the amounts to negative. With VOIDs, there is no way to identify them.

 

[jazgeek]

good god.... what a way to do it. I see the void screen has at least a warning saying the invoice did not originate from receivables management and only the reversing entry would happen. Maybe you could vb something that eliminated the "yes I want to do this" button. Or simpler yet, restrict access to the screen to the controller only.




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and they wonder why they call it Great Pains!

jaz

 

[barbola]

yeah...I keep dreaming of the day they trust me enough and buy VBA modifier.

I am working on Advanced security, what a slow pain in the a$$ it is. I can't turn it on cuz I get a kazillion phone calls.