ISTech Support Forum - duplicate invoices on same Sales Orders

vicki

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duplicate invoices on same Sales Orders
03/16/04 at 09:48:19

Hi everyone,
Im having a problem with duplicate invoicing in Sales Orders. It only happens some of the time but always on the Sales Orders that has multiple shipments. These Blanket orders sometimes have the same amounts and the only difference is the ship date which causes alot of confusion for our customer and us. This causes a fight for our money and would really like to get this corrected. Can anyone offer an explanation or a fix so that we can correct this problem it has been going on for sometime and would really like some kind of feed back even if its I dont know or if you need further info or something just so I know Im being heard.
Thank you
Victoria Hayden ??? cry

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Victoria Dukes
Thermometrics Corporation
www.thermometricscorp.com

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Mike_Habich Full Member Posts: 227	Re: duplicate invoices on same Sales Orders Reply #1 - 03/16/04 at 11:36:59 Same problem here. We need help.
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callclay

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Re: duplicate invoices on same Sales Orders
Reply #2 - 03/24/04 at 19:14:35

We also have problem with duplicate invoice numbers on SOs with multiple ship dates. We print an invoice listing each day so we find them and fix them before they go out to the customer. But if you don't fix them, they'll distort your sales figures. DBA says the problem cannot be replicated by them. But we "replicate" it every month and would love a fix.

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vicki Browser Greetings Posts: 50 Gender:	Re: duplicate invoices on same Sales Orders Reply #3 - 03/25/04 at 12:06:00 How do you fix it so that you can print invoices? I would love to be able to correct so it does mess up my info. Just not skilled it that kind of correction. Would Love some help here. concerning this problem.
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callclay

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Re: duplicate invoices on same Sales Orders
Reply #4 - 03/30/04 at 16:08:17

This is what we do. The invoicing specialist writes in a -1 on the paper copy of the invoice so the customer sees a different number. To fix the system, we go to File, Maintain Database and fix the following three files:

BKARHINV, BKARHIVL, BKARINVT

Find the duplicate invoice number (in INVT you have to change the search filter to "invoice number"). We add a "1" to the end of the duplicate invoice; e.g. 27869 becomes 278691. It puts the invoice number way out of order, but gets rid of the duplication. It helps to get rid of the columns you don't need in INVT so you can see the actual ship date (ASD).

This method eliminated problems we had with wrong sales numbers due to DBA combining the invoices to arrive at incorrect results.

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Lynn_Pantic

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Re: duplicate invoices on same Sales Orders
Reply #5 - 03/30/04 at 17:25:35

NOT a good/complete solution, there is a BKART file that is also involved with the AR aging and payment process and it appears you are not updating it so the linking between invoices and payments and resulting Aging report may not be correct.

More to the point, we need to determine under what condition the invoice posting isn't clearing the invoice number causing it to be reused so we can make the problem go away completely. If anybody seeing this can discern a pattern, let me know.

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Lynn Pantic
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callclay

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Re: duplicate invoices on same Sales Orders
Reply #6 - 04/08/04 at 10:25:54

I checked the BKART file for a few of the duplicate invoice number transactions, and found there was no "link" number on these entries. I don't know if this matters. We have had no problem at all with AR aging so far. No other insight into how this happens -- but it keeps happening with no particular pattern. About once or twice a week.

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vicki Browser Greetings Posts: 50 Gender:	Re: duplicate invoices on same Sales Orders Reply #7 - 04/13/04 at 09:56:53 I see that it happens on Blanket orders. and I notice that usally it when the shipment is for the same quanities and blanket orders. I hope this helps I could send you over a list of our invoice listing so that you can see the duplication if this would help.
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vicki

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Re: duplicate invoices on same Sales Orders
Reply #8 - 04/14/04 at 14:22:08

I found another place in which the sales order is duplicated. in Daily Sales reports it duplicates the original amount of the first sales and invoice number when both of these should be different. But in the aging it shows as the correct invoiced amount. And in commissions it shows the correct amount. Its like in parts of the program it picks up the correct amount and in others it doesnt and it only happens on Blanket orders.

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Victoria Dukes
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Dave Winn

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Re: duplicate invoices on same Sales Orders
Reply #9 - 06/28/04 at 06:30:49

We have the same problem. We correct the problem (per Lynn's assistance) with Maintain Database and resetting the next invoice # in SD-M. We have had it for over 2 years. It has happened much more frequently in the past month. I have a copy of the entire company files as zip files for each occurance for Lynn if it will help analyze the problem. I also have photocopies of the invoices which were duplicated.

The symtoms are always the same for us. Sales orders with multiple duplicate lines inconsistently generate duplicate invoice #'s It picks up the invoice # of the last release of a similar line item on the same sales order. For example, if we are going to make 5 shipments of 15,000 'widgits', there are 5 lines (and associated comment lines below each) of 15,000. We release the 1st line, invoice, and post. Next week we do the same against the 2nd line. The point being that we don't do multiple releases against a line item, we release an entire line which is identical (on the sales order) to the others.

Lynn, let me know if you would like the zip files to analyze to help everyone with this VERY annoying problem.

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callclay

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Re: duplicate invoices on same Sales Orders
Reply #10 - 07/31/04 at 09:01:34

DBA said to blank out the last invoice number in the BKARINV file and we did. That worked for a short while but now that the field is filled again, we have duplicate invoice numbers again. Same as everybody else - multi-line SO released on different dates. I have a huge collection of these problems and would love to see an answer.

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Lynn_Pantic Administrator evolution (n) - gradual change to a different form Posts: 5681	Re: duplicate invoices on same Sales Orders Reply #11 - 12/16/04 at 15:54:12 We made some changes baack in the September post to address this issue and I haven't seen any more complaints - is it truly fixed?
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callclay Browser I love YaBB 1G - SP1! Posts: 25	Re: duplicate invoices on same Sales Orders Reply #12 - 02/14/05 at 13:54:35 We have not seen this problem in several months. By golly, I think you've done it!
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Lynn_Pantic Administrator evolution (n) - gradual change to a different form Posts: 5681	Re: duplicate invoices on same Sales Orders Reply #13 - 02/14/05 at 17:50:21 Glad to hear it.
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