Posted a sales invoice in "Invoice" module to a salesperson who has not been an employee for 10 years, and is not even in the Invoice module as a salesperson. Restored the invoice as a credit note and then restored it again, changed the invoice number and the salesperson to the correct salesperson. Posted those. Changes show as being correct in AR in customer reports, and in job cost in job status reports. However, printing the sales invoice listing, the original invoice is not included, and therefore the report is not correct.

Question 1 - Why is the report not showing the invoice and calculating the amount in the totals?
Question 2 - How do I correct the situation?
Question 3 - Why did it post with the salesman who isn't even listed as a salesperson in the invoice module?
Question 4 - How can I delete the salesman/manager from the Job Cost module where he (there are actually several in the same situation) is still listed. When I attempt to delete the managers in question it states I'm not able to do it since they are being used in records. I created a gridview report to see where they are being used but can't isolate the "exact" jobs or invoices. I'm talking about managers/salespeople who haven't been working here in a very very long time.

Thanks,
Karen

I would like to add additional information to my query above.

I just restored another invoice from history as a credit note. This time, I changed the "new" Credit Note number to a different number than it automatically creates when restored. The original invoice, and the credit note are included in the history report in this case. I suspect then that the error occurs when restoring an invoice as a credit note and we don't change the number. I'm confused then, why it would automatically default to that number. Am I missing something?

There are salespeople in the Customer master records that were entered before you used Adagio Invoices and salespersons have been deleted that were used on invoices.

1. Once posted, the invoice is completed and cannot be changed. Records in history including invalid salespersons cannot be reported if salesperson is a criteria of the report.

2. You can add the salesperson back into the records for purposes of this report.

3. The salesperson was in the records at the time of posting.

4. Manager job reports and customer job reports are not showing these jobs. Maybe GridView.

Hi Kate,

1. I was not trying to change the original invoice. I restored it two times...once as a credit, once as a "duplicate" invoice. Salespersons are not a criteria for the report. I don't even have an option to include them.

2. Adding him (can't add him "back" since not there before, but did add him in any event to try this) did not change the report.

3. Salesperson is/was in AR, but not in Invoices when the invoice was first posted. Never was in Invoices.

4. I tried gridview for specifics...actually don't understand your answer.

Still perplexed.

1. Credit note used the same document number as the original invoice. Reports show only the last instance for that document number. For that reason, use CM with credit notes, DM with debit notes, etc. to ensure that document number is not reused.

3. When customer is accessed in Invoices, salesperson code is brought over. There are many warnings to change the salesperson to a valid one, and you cannot close the record normally. You can close the batch, which will close the invoice within it, and then you can post the invoice.

4. Since the problem is duplication of the document number, GridView does not see it either. Gridview did report invoices and credit notes with invalid salesperson codes.

Thanks Kate,

The issue has been resolved. I know we will have to be careful going forward to change the automatically generated credit note number issued to a restored invoice (when restoring it as a credit). Also will remember to not use the sales invoice "history" report expecting it to be an accurate accounting of our sales for the month, since it will only be accurate if we always remember to change the numbers as mentioned above. Will use other reports for that.

Thanks for your help...I really appreciate it!
Karen

Hi Karen,

You do know that you can turn off the automatic generation of invoice and credit note numbers using a setting in the company profile? Better yet, change the series of number for credit notes so that they are different from Invoice numbers.

SalesAnalysis provides the easiest way to analyze your sales for the month.

Kate: Which reports "show only the last instance for a given invoice number?" That sounds like a bug to me!

Create an Invoice and post it. Re-create the invoice from archive, then change it to a credit note, without changing the document number, and post it. You will see the invoice on the first posting journal and the credit note on the second posting journal.

The Invoice History report will show the credit note but not the invoice with the same document number. Plus had the same problem with duplicated document numbers.

Hi Andrew,

I normally use a separate numbering system for our credit notes, but when I restored the invoice to create the credit note, I thought perhaps it would be easier to track using the number that was automatically generated. Oops. I won't make that error again, and think if sales analysis is the best way to track sales I should look into that module. Thanks for your help...

Hi Kate & Karen,

We were amazed to find this error repeatable, since it had not been brought to our attention before. I guess other companies have adopted a different strategy for credit notes that oesn't disclose the problem.

We'll see what we can do to fix it in the next service pack.

I still think that SalesAnalysis is the best module for reporting off sales data though!