Void SOP Invoice

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Hi all,

I'm fairly new to GP and need some help.

One of our users created an invoice by mistake and transferred it to a backorder instead of voiding it. The transfer placed the original invoice in history with the original QTY. The problem is this shows are a sale and it is not correct. I don't seem to have a way of excluding this document from my reports. I can provide any additional info if needed.

Your thoughts please?

Thanks

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Richard Wheeler 75,850 Moderator on at

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Where are you seeing it as a sale? The invoice may have been moved into history but the quanitity on that invoice would not be quantity sold. Were there mulitple lines on this invoice? If you are seeing this under Inquiry->Sales->Sales Documents you are just seeing it as an Historical Invoice with no quantities actually sold.

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Hi Richard,

It's a bit complicated but we pay a special tax to the federal goverment per QTY sold regardless of the price. When my finance department runs their reports (using SmartLists) using the QTY field, it generates a liability for someting we really didn't sell. I found a field called "Posting Status" (SQL View SalesTransactions) which should remove that document if filtered by "POSTED".

My query for sales is as follows: again, using SQL Views

SOP Type = Invoice

Document Status = Posted

Void Status = Normal

QTY > 0 (this is where we could get in trouble)

I may be missing a field or two....

I guess a better question would be, which fields should I use to single out invoices with actual sold qtys?

BTW, we don't use SOP Returns, so invoices with negative amount are used to "return" inventory.

This is the first time someone transfered an invoice to a backorder without really understanding what it would do.

Thanks again

PD

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Richard Wheeler 75,850 Moderator on at

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Try looking for a field called QTY to Invoice. That would be the actually quantity that was invoiced and in this case would be zero.

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Victoria Yudin 22,769 on at

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PD and Richard,

I usually recommend using Quantity Fulfilled on invoices and Quantity on returns - that seems to be the safest. Speaking of... PD, are you also accounting for returns? If not and you have returns, you might also be overstating the quantities.

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Richard, I will try QTY to Invoice to see how that comes out.

Victoria, since we are not using SOP Returns, we issue invoices with negative qty on the item we want to put back in stock. Again, our problem is we report on QTY for certain items regardless of the unit price.

So, a small recap. An unposted sop invoice was transferred to a backorder instead of voiding it. Once the transfer happened, that invoice was moved to history with QTY 36. All other QTYs are 0. Is it possible to void this invoice so it falls off our reports? We will no do the Invoice to backorder transfer again but we can't continue to remember to backout qty 36 from a bogus invoice.

Thank you both. Do I make sense or am I looking at this the wrong way?

PD

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Richard Wheeler 75,850 Moderator on at

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You are not able to void an historical invoice however you can remove it from history. Since it was a zero dollar invoice no AR docuiment was created. Tools->Utility->Sales.->Remove Sales History. BE VERY CAREFUL to make sure you remove jsut this document. Doing a backup firfst would be a good idea.

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Richard Wheeler 75,850 Moderator on at

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Victoria, I am curious on the use the QTYFULFI field. I just scanned an SOP30300 table and found 6 records out of 496,000 where there was a difference. Each time the QTYFULFI incorrectly had a value of zero where the QTYTOINV field had the correct value. Under what circumstances would the values in these two fields be different for an invoice?

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Victoria Yudin 22,769 on at

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Hi Richard,

In our data, the only time QTYFULFI <> QTYTOINV is for voided invoices, in which case I believe the QTYFULFI is correct, since that is 0 and the QTYTOINV is not. Here is the query I used in case it helps you check this against your data:

select VOIDSTTS, QTYFULFI, QTYTOINV, d.*

from SOP30300 d
inner join SOP30200 h on h.SOPTYPE = d.SOPTYPE and h.SOPNUMBE = d.SOPNUMBE where QTYFULFI <> QTYTOINV and d.SOPTYPE = 3

Please let me know if you're not finding the same results. There may be something else going on in your data that I have not accounted for.

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Victoria Yudin 22,769 on at

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PD,

What you could do to address the issue with this one invoice is run the following in SQL against your company database. Make sure to change YourInvoiceNumber on the 3rd line to the invoice number in question:

update SOP30200

set VOIDSTTS = 1

where SOPTYPE = 3 and SOPNUMBE = 'YourInvoiceNumber' -- << change this

The above will change the status of this invoice to Voided, even though it really was not.

OR...better yet, change your reporting to use Quantity Fulfilled instead of QTY and this becomes a non-issue.

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Victoria Yudin 22,769 on at

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Actually, looking at our data, any invoice with a negative in the Quantity has both Quantity Fulfilled and Qty to Invoice as zero. So in that case you may be better off using Quantity as long as you've tested this and everything else is correct.

Something else to confirm - I believe if the total of the invoice where you are entering negative quantities is negative, GP will automatically convert that to a return. If that ever happens in your data, again, you may not be getting the correct results on your reports.

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