We had this problem six months ago or so, and at that time, were told "not possible". Well, it has happened again. Let me elucidate.

A batch is created in Accounts Payable. Since we also have Bank Recs, any batch created in AP gets retreived to BR. When we post the batch in AP, it automatically creates this batch. The next person to go into BR is asked "There is an AP batch to retrieve. Do you wish to retreive it?"

Six months ago, by an amazing fluke (we thought), at the EXACT same time, two people said "yes" to this pop up. The batch was retrieved twice. I did notice it at the time, because one of the people retrieving, was me. It seemed highly odd that there would be two batches retrieved from AP that were for the exact same amount, so being who I am (nosy), I investigated. The batches were exactly the same transactions, but two differently numbered retrieval batches. Because this was noticed, we were able to simply delete one, after first checking that only one batch had been entered in AP. (There was indeed, only one batch in AP). We reported the problem, and were told, NOT possible.

Well, it has happened again. No one noticed this time, but in the month of September, a batch was entered into AP, ONCE, and was retrieved to BR TWICE. Not sure what we are doing wrong, but I have now asked everyone who would normally say "yes" to this pop up, to say "no", so that will ensure that we don't run into this again.

IN THE MEANTIME I have to fix this. What is the best way to fix this? If I reverse these three transactions in BR, then they will automatically reverse in AP. I don't want that, because they were only paid once in AP. We need to make BR correct, and Ledger.

Can anyone suggest the best fix?

Thanks very much.

One possible cause is that a Windows function called Opportunistic Locking may be enabled on the server.

On the server, run\softrak\system\SetServerForAdagio.exe. It will tell you the correct settings and whether any change is needed. If settings are changed, the server will need to be-started.

Hi Barb,

Here is some technical information that perhaps may help out in tracing this. When Adagio Payables posts checks that are to be retrieved into Adagio BankRec, a data file BRAPRETR.dat is written to. This file will continue to grow when posting checks in AP until such time that you use Adagio BankRec to retrieve the file and create a new BankRec batch.

This data file exists until the Retrieve button is clicked. At that moment, the BankRec batch files are created and this file is deleted. So the file no longer exists to be retrieved a second time.

Perhaps it is possible for 2 workstations to have 'copies' of this file in memory or cached, based on what Ralph mentioned. Perhaps the BankRec or AP data was restored from a backup and this retrieval file was also restored when it should not have been.

As far as fixing, when checks are reversed in BankRec, this does not immediately reverse the checks in AP. You can safely reverse in BankRec and if anything gets sent to AP (either a manual check batch or pending statuses to the Check Reconciliation function) you can delete/clear them. This is precisely why we do not have changing check statuses in BankRec immediately and simultaneously make the same changes in AP - so that changes can be made within BR that doesn't adversely affect AP.

Hi Barb:

If you have BR 8.1B (090514), there is a new feature that might help prevent this problem (if it is caused by 2 users simultaneously retrieving a batch).

The Company Profile now allows you to determine what happens immediately after logging in. Using this feature you can prevent the message about batches to be retrieved (look at the Options tab and remove any check-marks on "Warn-Retrieve batches" and "Auto-Retrieve batches").

Then assign the task of retrieving sub-ledger batches to just one user.

Thank you. We do not yet have BR 8.1B as we are waiting for other modules to be ready, but I have this to be a number one priority for when we do get it!

Thanks for the advice on fixing the problem. We will test it tomorrow in our test data, but I am sure it will be no problem. Thanks again for helping out, I do appreciate it.

Barb

Hi Barb,

BankRec V8.1B is compatible with Receivables V8.1A (as well as Receivables V9.0A), in case you'd like to install it before making the AR 9.0 move. Same is true for OrderEntry V8.1C and the other modules that integrate with Receivables. SalesCQ will probably be shipping in the new year at V9.0A (and will require AR V9.0A).

Fix worked fine, and we will install BR shortly! I did not realize we don't have to wait for that one to be compatible with AR. Will look at having that done so we don't repeat this problem.

Thank you!