A user inadvertently created & posted a number of Invoices with zero tax, and only discovered this days later.

Our invoices are currently 5 digits long. The client subsequently created about 40 new Invoices with just the tax charges, and manually numbered the Invoices 80214GST, 80215GST, etc. (This was so that their customers would know that this was a charge missing from the original Invoices # 80214, etc.)

The problem that we know face, is that we have 40 Invoices that always appear on the top of the Invoices tab, when we view the Enter Orders/Invoices/Credit Notes screen. (We have the Reverse order of order list selected as Yes in the Company Profile.)

Question: Is there a way to either renumber these Invoices, or remove (delete) these Invoices?

The client would really like to view the current Invoices in the correct position, while these 40 transactions are always appearing on the top of this screen.

Hi Samuel,

Document numbers cannot be changed in Order Entry after they are posted, so this wouldn't be an option.

To remove invoice from the 'current' list, you would need to ensure they have been printed (or faxed or emailed) so that the print status has been set. Then when Day End is performed, you choose to purge invoices older than X days. Note that you cannot select specific invoices to purge - all of them that meet the date criteria will be removed.

The only possible ways to sort this grid at this time is by document number and by customer number.

What about Gridview-RW?

Would it be possible to modify the Document Number using this module? (And of course, maintain the data integrity after the modifications.)

Hi Sam:
Yes, however you should refer to the Data Dictionary Exporter to see which tables are involved. Offhand, I can think of OE Current (header & detail), OE History (header & detail), OE Tax tracking, IC History (not so critical) and possibly Sales Analysis.

It may be better to use GV-RW to delete those records from OE Current (header & detail). First make certain that the invoices are already in OE History. They will, of course, still show up inconveniently in the History list. I've never tried this so I'd like to hear Support's view.

Dear Softrak

As I've suggested before, but maybe not in this forum, it would be natural to want to sort by date. This is just one example why.

Steve

Hi Steve,

You're assuming that the tax invoices were dated the same day as the original invoices.

I wouldn't recommend using GV RW for this without a lot of care and careful backups (and even then I don't think it's a good idea).

A better way of fixing this type of problem is to credit the original invoice (4 mouse clicks), re-create the invoice with the correct tax status, (another couple of clicks), and and post the correct invoice.

How did they manage to create an invoice of just tax charges? I wouldn't have thought that was possible.

Andrew, no I'm not. No matter what the date, the tax invoices wouldn't stick at the top of the list in the grid as time goes on, as they do when the grid is sorted by document number.

And your "better" solution doesn't solve the problem of the invoices being stuck at the top of the list for a very long time.

But I do agree that using GV RW to change a document number is not the way to go - way too dangerous.

Steve

We added a Misc Charge for the Tax, pointed it to the correct G/L code, created Invoices with just this one Charge, and made certain to not apply taxes to the Line/Invoice.


Andrew, your suggestion of how to fix the problem is in hind-site. Yes, this would have been the way to fix this problem.

But now we are where we are, and based on the thread of this discussion, it appears that we are stuck with this issue.

There are no suitable solutions for this at this time?

You will be able to sort the list in whatever order you want when Filters become available in OrderEntry sometime in the Fall.

If you decide to use GV RW then I'd just delete the records entirely and do them over. Otherwise you'll need a data repair.