OE old Invoices won't post but keep showing in Pre-Post List

[cstrahm]

Macola 7.6

We have 3 old Invoices/Orders from more than a year ago that stay in the system, and show up in the Pre-Post Invoice List all the time. Yet when we run Post Invoices they never get cleared. The printout says something like "Cannot Post due to Error in Allocation" on one of them, another error says "Duplicate" or something. It was likely bad operating/data by a previous admin employee.

How do we get these to clear?

Thanks, Chris.

 

[dgillz]

This most likely means the invoice # is already in the AROPNFIL. It may even be paid. It sounds like a post completed irregularly. You need to figure out which parts of the invoice post did not complete, so look at inventory transactions and IM Distributions.

You will most likely habe to correct these manually, and manually delete the open order with either Enterprise Manager or Pervasive Control Center.

Software Sales, Training, Implementation and Support for Macola, eSynergy, and Crystal Reports

http://www.gainfocus.biz

"What version of URGENT!!! are you using?

 

[cstrahm]

Macola 7.5.102c / Netware-6 / Pervasive 2000i

We researched one of the dead OE/Invoices that won't go away. There were 3 items on the order. One of them was not shipped Qty Shipped was 0, while Qty Ordered remains 1. But the order was Billed and Invoiced back a year ago.

When we try to open it as BackOrder, OpenOrder, or Closed Order, nothing comes up. If we try to Select it or UnSelect it in Billing it says: Access Denied already Invoiced. Can't find a way into it.

So it looks like what we have is an order that was Invoiced with an open item on it. That appears to be why it is hung. How do we access that now? Kind of like a back order situation, but I don't think it was setup/entered right as a back order. I tried using the Fill Back Order dialog but it says no BackOrders found.

I went into Pervasive Control Center, but what do I do there? Did not see any list of databases etc.

Help...

Thanks, Chris.

 

[NEmacGuy]

My stanard operating procedure for item will not post do to duplication in aropnfil is to use the open item load screen to delete the existing open item in ar and then let the system continue the oe posting process. Exact has written procedures that you can reference in their customer portal. I beleive my standard operation procedure is not Exact's. I believe they advise reprinting the invoice, and changing the printed flag to no, and then backing out the items that didn't post. I pickup their procedure after that point, and I would always check, that everything posts correctly. With my procedure, some times, you have to go back to the open item load, and change the Sales amount, as it may be part of the invoice total.
Overall thing that is important, you must check AR, Sales History, IM .....

Rereading your post, I see you mention allocation error, I would strickly recommend following Exacts tech notes.
I found :
Document: 16.088.534 - OE - Error Posting Invoices to Journal - Error Occurring During Inventory Allocation

Document: 00.660.684 - Posting error due to an error occurring during inventory allocation

Document: 00.697.920 - Incomplete Postings in Order Entry

Best Bet, call Exact or your Business Partner.

 

[crystalreporting]

The most common cause for the "Cannot Post due to Error in Allocation" error is a change in the items controlled flag that occurred after the order was placed. For example, if the order was entered for an item marked non-controlled then no allocation transaction was created. If the item is then changed to controlled (this would have to be done outside of Macola) Macola tries to reverse the allocation at invoicing time, but it does not exist so the error is reported.

You should use the regular OE Invoice Print function to print invoices for the problem orders. Use the 'print duplicate' check box so that an invoice prints but answer no when asked 'Did the Invoices Print OK?'. This will take the orders back to a selected for billing status and allow you to unselect them. From there you can make any changes to the orders you require (or simply delete them). You need to look at GL/IM and AR for each order/invoice to determine the best way to handle each order.

If the orders in question are more than a year old, then the safest option is probably to simply delete them.

Peter Shirley

http://www.srhconsulting.com

 

[dgillz]

In pervasive control center, you add your databases individually as a one time step. You can then open each table individually and make the necessary changes manually or run a SQL statement to do it.

You can do the same with MS Access if you are more comfortable doing this type of work there.

Anytime you are contemplating doing this, I would recommend you talk to your Macola reseller or Regional office. If you do not understand the database fully then deleting data in this manner can cause problems ranging from minor to extremely severe.

Software Sales, Training, Implementation and Support for Macola, eSynergy, and Crystal Reports

http://www.gainfocus.biz

"What version of URGENT!!! are you using?

 

[cstrahm]

Peter, you were right! We printed them and said NO, then we were able to delete them. The Alloc qtys on the part numbers are now zero again, and the dead invoices no longer show up in PrePost List. It's cleaned!

Thank you so much. This is a great resource.

Regards, Chris.