Hi,

We have a duplicated invoice number which were created on Aug 25, 2007 and Mar 23, 2009 with different order numbers. When we were doing dayend after Mar 23rd, it was always saying that it is in history and do you want to change it. We selected no each time. However, the message is still on. I don't know if we should say yes. If we say yes, what will be happened for the duplicated invoices and AR balance of two customers? Since we do have an invoice number in the history, Adagio OE should not generate the same invoice number again, right? How come it is happend?

Thanks in advance if I can get back today since today is the last day of the month.

Mavis

Hi Mavis,

There are two ways that Adagio OrderEntry assigns invoice numbers - manual and automatic. If when posting the invoice with 'manual' document numbering, you type in an invoice number that exists in History, you will receive an error that the invoice number is in History and you will be prevented from saving that invoice with the duplicate number.

If you use the automatic document numbering, this sort of verification does not occur. This means that if the 'next invoice number' stored in the Company Profile happens to already be in history, then the post process will not check for duplication and indeed a 2nd instance of that invoice will be created. Note that if the invoice is still in Current, the automatic invoice number gets bumped up to a new unique number.

How could this have happened? One of two possibilities:
1) On Aug 25, 2007, the invoice number was overriden from the 'AUTO' entry to a particular number, and now through the usual processing your invoice sequence has caught up to it.
2) The Company Profile was edited and the next invoice number was changed to one that had already been used.

Essentially at this point, you are stuck in regards to keeping the duplicate OE invoice from Aug 2007. This will have no effect on the AR customer balance for that old customer. You have to perform Day End on the newer invoice in order to get it into AR and update that customer balance (and GL).

Hi Administrator,

Thanks for your reply. We are using the automatic document numbering. As you said the system won't check for duplication from the history. For this kind problem, it means we should say yes instead of no so the history invoice will be gone and newer invoice will be processed into AR and update that customer balance and GL. However, there is nothing would be infected for accounting records. Am I right?

Regards,

Mavis

The accounting has already been done for that Aug 25, 2007 invoice and it will not be reversed by processing the new invoice. All that will really get affected is that this invoice cannot be re-printed, or appear on reports based on OrderEntry History.

If you use Adagio SalesAnalysis, the new invoice may not be retrieved because of the duplicate number. You might have to deal with the old invoice first (archive/purge it).

All this being said, there likely is a better way that OrderEntry can be dealing with preventing the duplicate document number in the first place. An atypical scenario is at the root of this situation, but there is room for improvement.

You are great. Thank you very much for your help!

Mavis