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Verified
Rosemary asked a question on 18 Aug 2014 7:24 AM

We would like to implement the 'edit printed document' feature on fulfillment / invoice. We had a situation where a document was printed and a payment made. Unfortunately the user went back in and added items, did not reprint the document to pass to the cashier.

I would like to know how effective this would be, and what areas would be affected.

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Suggested Answer
Somakarpagamoorthy Kanagasabapathy responded on 18 Aug 2014 8:14 AM

I think, currently this feature is available in GP.

After the document was printed in SOP window, add the new items to the document and print the 'Picking Tickets" reports, this report will be printed with old items (* symbols prefixed to previously printed item numbers) as well on new items.

Hope this helps!!!

Note: Please mark it as verified, if this answer your question. Because this will helps to some others who experience the same.

Best Regards,

Somakarpagamoorthy K | Microsoft Dynamics GP Consultant | Dynamics Thoughts

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Verified Answer
Leslie Vail responded on 18 Aug 2014 10:18 AM

Hi Rosemary,

I presume you mean to disallow the editing of printed documents. First, you will need to mark this on each document type ID that you want it to apply to, it is a specific option per document type. You uncheck the box identified below:

I think taking this approach will solve the problem you described, but I've also found that it becomes unwieldy if you like to preview the invoices. Remember, printing it to screen just to look at it counts as 'printing'. Also, consider how often a printed document is modified ordinarily, how dynamic the sale is. For instance, do salespeople often add additional products or services?

When you aren't allowed to edit the document, you cannot even bring it back up in the transaction entry window to view it.

You could use the password feature, so that only a supervisor could approve changes to printed documents. What often happens in these cases is that everyone ends up knowing the password. Along that line, you might use the password feature as a 'wake up' to alert the salesperson that the document has been printed already.

Often, the kind of error you described can be solved by following certain processes rather than not allowing edits of printed documents. You don't realize how many times you change that document until you're not allowed to do it. The thing that gets people the most is that they cannot even preview it on screen.

This worked very well for a client where the finance department did the actual transfer to invoice, not the salesperson. Once the document became an invoice, it was locked down. The order could change, but the invoice allowed no edits.  However, we changed over to using process holds because not being able to bring the document up in the window proved to be onerous. The rule at the company was that once a salesperson released the hold, they were not to touch the document again. The software wouldn't prevent it, but the process worked simply through training.

Bottom line, if transferring the document to invoice is the final step and the salesperson should be done with it at that point, then preventing the invoice from changing after it's printed will probably work for you.

Just my 2 cents.

Kind regards,

Leslie

Leslie Vail, CPA, MVP, MCT, MCITP, MCP, MCITS
ASCI, Inc.    *    PO Box 600965   *   Dallas, TX 75360    *   972-814-8550   *   leslievail@earthlink.net

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Rosemary responded on 18 Aug 2014 11:58 AM

I know it is available, but when implemented how will it impact on the reprinting or modifying a fulfillment/invoice?

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Suggested Answer
Somakarpagamoorthy Kanagasabapathy responded on 18 Aug 2014 12:03 PM

As I said earlier, the re-print report will be printed with old items (* symbols prefixed to previously printed item numbers) as well on new items.

Hope this helps!!!

Note: Please mark it as verified, if this answer your question. Because this will helps to some others who experience the same.

Best Regards,

Somakarpagamoorthy K | Microsoft Dynamics GP Consultant | Dynamics Thoughts

Reply
Rosemary responded on 18 Aug 2014 12:09 PM

Thanks Leslie, that's exactly my concern. We have users who do view to screen, as well as industrial customers who may take items on a fulfillment order which may not be complete at any precise point. the subsequent invoicing may not take place at the same time.

A user will create and invoice a customer but the cashier will enter the payment, so yes very soon everyone will have the password.

This option will include fulfillment orders?

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Rosemary responded on 18 Aug 2014 12:15 PM

The company has a Service Center, vehicles come in and assessed for repair. A third party software is being looked at to create a job card or work order. Items needed for the repair will be input on the job card this will then be converted to an invoice.

These setup options will roll down to all apps?

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Leslie Vail responded on 18 Aug 2014 6:03 PM

Hi Rosemary,

Regarding whether the 'edit printed document' feature applies to fulfillment invoices. You can cause it to apply if you want to unmark the option on the order id. It's set document ID by document ID, it's not something that is turned on or off for the entire module. Using this on Fulfillment documents wouldn't make much sense because you couldn't get them open again to advance them through the workflow. From reading your other post, though, I don't think this feature will work very well in your situation.

Kind regards,

Leslie

Leslie Vail, CPA, MVP, MCT, MCITP, MCP, MCITS
ASCI, Inc.    *    PO Box 600965   *   Dallas, TX 75360    *   972-814-8550   *   leslievail@earthlink.net

Reply
Verified Answer
Leslie Vail responded on 18 Aug 2014 10:18 AM

Hi Rosemary,

I presume you mean to disallow the editing of printed documents. First, you will need to mark this on each document type ID that you want it to apply to, it is a specific option per document type. You uncheck the box identified below:

I think taking this approach will solve the problem you described, but I've also found that it becomes unwieldy if you like to preview the invoices. Remember, printing it to screen just to look at it counts as 'printing'. Also, consider how often a printed document is modified ordinarily, how dynamic the sale is. For instance, do salespeople often add additional products or services?

When you aren't allowed to edit the document, you cannot even bring it back up in the transaction entry window to view it.

You could use the password feature, so that only a supervisor could approve changes to printed documents. What often happens in these cases is that everyone ends up knowing the password. Along that line, you might use the password feature as a 'wake up' to alert the salesperson that the document has been printed already.

Often, the kind of error you described can be solved by following certain processes rather than not allowing edits of printed documents. You don't realize how many times you change that document until you're not allowed to do it. The thing that gets people the most is that they cannot even preview it on screen.

This worked very well for a client where the finance department did the actual transfer to invoice, not the salesperson. Once the document became an invoice, it was locked down. The order could change, but the invoice allowed no edits.  However, we changed over to using process holds because not being able to bring the document up in the window proved to be onerous. The rule at the company was that once a salesperson released the hold, they were not to touch the document again. The software wouldn't prevent it, but the process worked simply through training.

Bottom line, if transferring the document to invoice is the final step and the salesperson should be done with it at that point, then preventing the invoice from changing after it's printed will probably work for you.

Just my 2 cents.

Kind regards,

Leslie

Leslie Vail, CPA, MVP, MCT, MCITP, MCP, MCITS
ASCI, Inc.    *    PO Box 600965   *   Dallas, TX 75360    *   972-814-8550   *   leslievail@earthlink.net

Reply
Suggested Answer
Somakarpagamoorthy Kanagasabapathy responded on 18 Aug 2014 8:14 AM

I think, currently this feature is available in GP.

After the document was printed in SOP window, add the new items to the document and print the 'Picking Tickets" reports, this report will be printed with old items (* symbols prefixed to previously printed item numbers) as well on new items.

Hope this helps!!!

Note: Please mark it as verified, if this answer your question. Because this will helps to some others who experience the same.

Best Regards,

Somakarpagamoorthy K | Microsoft Dynamics GP Consultant | Dynamics Thoughts

Reply
Suggested Answer
Somakarpagamoorthy Kanagasabapathy responded on 18 Aug 2014 12:03 PM

As I said earlier, the re-print report will be printed with old items (* symbols prefixed to previously printed item numbers) as well on new items.

Hope this helps!!!

Note: Please mark it as verified, if this answer your question. Because this will helps to some others who experience the same.

Best Regards,

Somakarpagamoorthy K | Microsoft Dynamics GP Consultant | Dynamics Thoughts

Reply