We use the payment option in order entry when we process a one time sale (under a Cash account). After filling out the order, Payment is selected and filled out. Normally it's a case of one invoice, one payment. But the other day we had to process two orders with one cheque. The payment option was used and the same cheque number was used for both orders. No error was generated when the orders were invoiced nor when Day End was run. The error showed up when I posted the batch in AR. That was easy to fix but is there something in OE that should be turned on to give a warning?

Thanks

Hi Mike,

There are no options for verification of dupliate payment numbers in Order Entry. OE generally isn't the primary point for cash entry in the system, and taking payments was designed for a one payment per document scenario, as you indicated.

If you know that a payment will cover multiple orders, perhaps you can use the 'auto-generate' option on the check number and deal with combining the payments in the AR cash batch. That's about it for what OE currently provides. There are no options for combining orders at this time.

Just curious, but how would a duplicate payment warning have assisted in your situation? If the same check number was used to pay for two separate orders, would you have entered 123a and 123b for the check numbers in OE, since the duplication was not an entry error but in fact the 'desired method of entry'?

" If the same check number was used to pay for two separate orders, would you have entered 123a and 123b for the check numbers in OE, since the duplication was not an entry error but in fact the 'desired method of entry'?"

That's what I ended up doing to fix the error batch in AR. In this case I was the culprit, so when the errors occurred in AR I new what was happening and it was a quick fix (assign new cheque number 123a). But there could be cases where one person does the entry in OE and someone else posts the batch in AR. Then the AR person must back track and make sure that it wasn't a data entry error - time consuming. I'll let everyone in the office know but chances are it will be forgotten in a few days. A warning in OE would be nice but I know that's not likely to happen since the payment option is there as a convenience.

Thanks

Mike:

Using 123A and 123B, as you suggest, would be the appropriate workaround for your problem.