Fixing A Corrupt Sales Invoice

We received a call from a client yesterday about a problem with a sales invoice.

They’d tried to amend the value, had a problem and then tried to void the transaction (their settings prevented the registered invoice being deleted but something went wrong.

It was at this point that they called the helpdesk to report the following error message;

This document number already exists. Please enter a new document number.

The error was produced when tried to select the transaction from the list of Sales Document Numbers in Sales Transaction Entry (Transactions >> Sales >> Sales Transaction Entry).

For this type of error, I’d usually look at running Check Links (Microsoft Dynamics GP menu >> Maintenance >> Check Links) but this customer is using the Nolan Business Solution’s Advanced Sales Order Processing with Recurring Invoices.

As Check Links was out of the question, as it deals only with the standard Microsoft Dynamics GP tables, I needed to use Management Studio and identify the problems manually.

As the client had been trying to void the transaction, I decided to go the route of removing the transaction rather than trying to repair it. The process for repair wouldn’t have been much different than it was for deleting which is to identify the tables which the transaction had entries in and the tables from which entries were missing.

The tables with data still in them were;



SOP10100 - Sales Transaction Work
NCR10001 - NC_SOP_HDR_EXTRA
SOP50200 - Sales Document Header Temp

The tables from which the entries were missing (compared to another registered invoice were;



SOP10102 - Sales Distribution Work and History
SOP10105 - Sales Taxes Work and History
NCAS0002 - NC_SOP_HDR_EXTRA
NCAS0005 - NC_SOP_LINE_WORK_EXTRA
SOP10200 - Sales Transaction Amounts Work
SOP10202 - Sales Lines Comment Work and History

I removed the entries, from the first set of tables above, and edited SY00500 (Posting Definitions Master) to reduce the number of transaction in the batch and the value.

Once done I informed the client so they could enter the replacement invoice and generate this months recurring invoices.

About Ian Grieve

Ian is a Microsoft Dynamics GP certified consultant specialising in the delivery of Microsoft Dynamics GP projects and currently working for Perfect Image Ltd., a Microsoft Partner and VAR in the North East of England. Ian has worked with Microsoft Dynamics GP since 2003 and, over the nine years since, has dealt with all aspects of the product life-cycle from presales, to implementation, to technical and functional training, to post go-live support and subsequent upgrades and process reviews. In his spare time, Ian runs the azurecurve | Ramblings of a Dynamics GP Consultant blog dedicated to Microsoft Dynamics GP and related products.

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