Can you explain how I managed to lose two transactions, an invoice and a credit note (completely unrelated) from "history" in order entry? I have designed a report in Crystal Reports that breaks down the value of each item sold by each salesperson for the month of August. To verify the accuracy of this report, I was comparing it to the totals for each salesperson from the Sales Commission report in Order Entry. Two salespeople's totals did not match. Upon investigating I discovered an invoice for one and a credit note for the other were missing from the Order Entry History detail file. When I click on the icon for History and search for that invoice number, it is not there. If you click on Orders, as if you wanted to print it, it is there. If you go into A/R, customer, and search for that transaction, it is there. Any explanation? We do not remember deleting any transactions. In Crystal Reports, I used OE65W Order Entry History detail and header as my database. The choices of OE61B and OE65W are confusing to me. Is one better than the other? Hope you can help me.(I have not done the upgrades yet.)

Hi Taylor

You used the correct table, OE65W Order Entry History Detail/Header. OE61B is meant for those using ACCPAC Plus Order Entry.

You didn't actually "lose" two transactions, it's just that for some reason they never got transferred to history, as all invoices and credit notes are supposed to do when OE Dayend is performed. Is it possible that on the day those transactions were created, you ran OE Dayend from ACCPAC Plus instead of from Adagio? This would account for the gap (ACCPAC Plus doesn't know about an OE History database).

This is a perfect reason why there should be a function in Adagio OE to allow for editing, adding, deleting, and importing of transactions into OE History, as well as the ability to point at one or multiple "current" transactions, and have them re-transferred to history. Something I have suggested to Softrak in the past, and am again nagging them to do!

Steve

Thanks for you reply Steve, but I am pretty sure AccPac Plus is not to blame for this situation. First we haven't used AccPac since we converted to Adagio last December. Second, other transactions for that day were posted correctly to History when doing Day end Processing. I do Day end Processing every morning for the previous days transactions. Any other ideas?

Hi Taylor,

Any possiblity of a duplicate invoice number?

Hello Andrew. I cannot think of any way there is a duplicate invoice number. There is no evidence of this in any other listing of the invoices.

Hi Taylor,

Did you say in your first post that the invoice and credit note you expected to be in History is indeed still in the Current list of transactions? So if you use the Edit Orders/Invoice/CNs function, you can find the IN and CN in question?

If so, then all is not lost. At the current time, invoices and credit notes have to be printed in order to be considered 'complete' and moved to History. It may be that the particular invoice and credit note were simply not printed. What is the print status of these documents? You may be able to re-print the document and then run Day End again.

Also, there is a field 'Moved to History' that keeps track of current documents whether or not they have been moved (so that they are skipped on future Day Ends to speed things up). From the Open Invoice grid, double-click the title bar and launch the Column Editor. Look for the field 'Moved to History' on the left side and move it to the selected fields list on the right (highlight on the left then click the right-arrow button to move to the right. Then close the column editor to see an additional column on the grid. If you see the problem invoice has a value of 'No', then it eventually will be - after it is printed and Day End is run.

If the value is 'Yes', then the document was moved to history and at some point later, subsequently deleted manually.

Hopefully it is just a matter of printing the documents to fix this up!

Thanks for the tips. At first I was going to say that the invoices had to be printed. I manually check each invoice against the commission report, so I would know if one had not been printed. Then I checked the "Moved to History" as you directed; and the transactions in question had "no" beside them. So I asked them to be printed with the "reprint" selection turned off, and they printed. I will have to wait until Monday before when I do "Day End" to see if they get "Moved to History". On further checking there are more invoices and credits with "no" in the "moved to history" column. This is the explanation that I have come up with. After printing invoices there is the box that pops up "Everything printed OK." The default answer is "No". If you get distracted and push the enter key, the message goes away. You have your printed invoice, so everything is okay. I think by answering No to that question, the program is saying these invoices have not been printed and so they are not complete and can not be "Moved to History". Do you agree? I will let you know on Monday how I make out with day end processing.

Monday is here and it is starting off to be a good week. When I printed the invoices and did day end, the transactions were "Moved to History". So in the future, we will have to be careful to say "yes" when it asks if "Everything printed OK". At the end of each month I will also reprint all the transactions with the "reprint" selection turned off. This should print any transactions that were missed. Again thanks.

Hi Taylor,

Great to hear that things are working better, and nothing is missing.

You may be happy to hear that in the soon to be released upgrade for Adagio OrderEntry 8.1A, this 'printed' requirement will be removed, and all invoices and credit notes will be moved to history after posting and Day End, regardless if they have been printed or not. So after the upgrade, you shouldn't run into this situation again.

Thanks for using Adagio!