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Evo-ERP and DBA Classic >> Accounting >> Posting incomplete on check run
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Message started by kathySMC on 05/20/08 at 07:34:21

Title: Posting incomplete on check run
Post by kathySMC on 05/20/08 at 07:34:21

Something happened while we were cutting checks that caused the transaction to only partly post. The general ledger posting is out of balance and the check is not showing up on the check register, but a check was printed. I found part of the transaction (there were 3 invoices paid on one check) in the BKAPCHKF file, all three invoices are listed in the BKAPINVT file, but the corresponding line that indicates the payment is not there. The invoices do not show up in A/P aging, but it appears to be still "active" when you attempt to enter Pick Vouchers to pay as it indicates that payment has been selected.....

I've looked about everywhere I know to look for parts and pieces, but I have no clue as to how to help the system complete itself. I am hoping someone out there has experienced this problem before and can help me 1) fix it and 2) help me understand what went wrong so we don't do it again :-/

Thanks, in advance, for your help. I am using DBA classic with IS Tech updates 10/31/06 (I guess I should update, huh? I'm not a techie and I'm always scared I'll do it wrong and really screw us up!)

Title: Re: Posting incomplete on check run
Post by Lynn_Pantic on 05/20/08 at 08:05:50

Hard to say what caused it to die in the middle of posting. If you want to go into Maintain Database to clean it up, I can send you the detailed steps, or if you like, we can log into your system and do it for you. The BKAPINVT, BKAPCHKH, BKAPCHKF and BKGLTEMP are all affected at this point. We could also install the latest update while we are there.

Title: Re: Posting incomplete on check run
Post by kathySMC on 05/20/08 at 08:21:54

Lynn,

Thanks for the offer. I assume you need a VPN to get into my system and as I mentioned before I'm not a techie so I don't have the ability to get you in directly. I'll have to get ahold of our outside support to get info for you to get in. What all will you need?

I will contact you off line when I have the info.

Thanks again,
Kathy Hughes

Title: Re: Posting incomplete on check run
Post by Lynn_Pantic on 05/20/08 at 08:35:06

You do not need to do anything. We have the software to connect to your system so long as you have access to the internet. I will call you.

Title: Re: Posting incomplete on check run
Post by Dawn on 05/20/08 at 10:57:07

I have had this happen only once to me. I had to go in and reprint the check. Then void that check. Go in and Pick Voucher. It says it is already selected or "active" (I can't remember exact wording) it will ask you a question about deselecting the voucher. I said yes. Posted to the GL and by a miracle it worked out. Then I could go back in like normal and reselect and print the check. I don't know what went wrong but that is how I fixed it. It has not happened to me since. I use Classic also.

Title: Re: Posting incomplete on check run
Post by lmk223a on 05/21/08 at 06:20:41

kathySMC wrote:

I've looked about everywhere I know to look for parts and pieces, but I have no clue as to how to help the system complete itself. I am hoping someone out there has experienced this problem before and can help me 1) fix it and 2) help me understand what went wrong so we don't do it again :-/

)

It happened to me when one user (the boss), left the AP-A, enter Vendors screen, open and active on a vendor name on her computer, and another user was creating a Purchase order. Only in my case, the checks printed but would not procede to process to the check register due to the record locks.

Title: Re: Posting incomplete on check run
Post by kkmfg on 05/21/08 at 07:27:45

lmk223a wrote:

This is a really common programming bug. It's easy to forget to validate all of your resources before you start. The two easiest types of programs to do this in are operating systems and database programs.

So, what happens is the program gets part way through and then realizes that it can't access all the resources it needs. This leads to nothing but pure evil. Sometimes the program is designed to wait until it gets it's resources. This might take a long time if the boss has the resource locked and doesn't know to give it up. Eventually a timeout would probably occur in that case. If things are designed really well then the whole shooting match will automatically back out and nothing will have been changed. This can be a tricky thing to do in operating systems but not as tricky in database accessing programs.

Postgresql has MVCC which can minimize some of this trouble with record locks but maybe not in this case.

Title: Re: Posting incomplete on check run
Post by GasGiant on 05/21/08 at 09:29:34

The way DBA was built one brick at a time, and with one program calling the next, You don't find out until one program is nearly done that the next can't run. Happens to us all of the time with serial numbers. WO-I doesn't know until way late in the process that a serial number is not available. By then the part is issued and quitting leaves you with a mess. I've trained my users to complete the process with a bogus serial number and then back out the transaction. Then they wind up calling me to fix their serial number problem.

This is an old complaint for me, but I must admit that several small steps have been made IS Tech and the problem comes up much less often these days.

Title: Re: Posting incomplete on check run
Post by GasGiant on 05/21/08 at 09:35:57

Wondering out loud...

Is the new HH-D (version of WO-I) a better program? Was it written from scratch and does it do a better job of handling problems? Does it at least not lock you out of a serial number if it doesn't work when first selected?