Deleted invoice after printing

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I am a new user to GP 2010. We found a situation where an invoice was deleted after it was printed that was sent to our customer. The invoice was paid by the customer however the invoice was not in A/R. The customer actually produced a copy of the invoice they paid that has "disappeared". I have not been able to figure out how a user could both create an invoice and print and subsequently delete. How can this be accomplished and can this be accomplished by any user of the system?

Thanks.

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Frank Hamelly | MVP... 46,625 Super User 2025 Season 2 on at

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In Sales Order Processing setup, there is actually an option under Sales Document setup that allows you to choose to be able to delete invoices. Make sure this option is unchecked and users won't be able to delete invoices. Not sure why the option even exists . . .

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Victoria Yudin 22,769 on at

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Thomas,

Pretty difficult to answer your question without knowing your process for printing invoices. For example, there are 3 modules in GP that can print invoices - Receivables, Sales Order Processing, Invoicing. I have also worked with companies that have an external system print invoices and then import them into GP, so they do not actually even get printed from GP. Without knowing what you are using in GP, it's hard to say what could go wrong or what settings to check.

If you can give us more details about how you are entering and printing invoices in GP, perhaps we can give you some more ideas on how this could happen.

BTW, Frank, that SOP Setup option only applies if an invoice has not been printed. Once an invoice is printed, even with that option enabled, if you try to delete you get a message saying it's been printed, and you need to void, not delete. :-)

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Community Member on at

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We use Sales Order Processing. And yes if you print theoretically you cannot delete however the invoice in question was provided to our customer who in turn paid. When payment came through the invoice was not in the customer A/R transactions to apply against which is a bit disconcerting. I am trying to understand how that can happen so I know how to prevent this in the future. I cannot figure out how to delete after printing an invoice. Not that I want to I am just dumbfounded on how this happened.

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Victoria Yudin 22,769 on at

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Thomas,

There are a few things I would check first. SOP invoices only show up in the Receivables module after they are posted. Have you confirmed that the invoice is not sitting there unposted in SOP? You can check table SOP10100 if you want to do this in SQL. The invoice could also be voided, in which case it would be in the SOP30200 table. Or you can go to the Sales Transactions SmartList and search for the invoice number - it will show up here if it is anywhere in the SOP module.

Or....the invoice may have been posted in SOP, but the posting process got interrupted before it populated the Receivables tables. Normally, users let someone know when this happens, but I have seen many posting issues go unreported. Searching with the methods I described above would also show the invoice if this happened.

If you have confirmed that it's truly not anywhere in SOP, I can think of a couple of things that may have happened:

1. Someone manually changed the 'times printed' value in the SOP10100 table in SQL to allow deletion of the invoice. (That's who you could do this, to answer your question.) I have done this in the past for customers when something has gone wrong and they needed to delete and re-enter an invoice. Possibly there was a mis-communication and the invoice was sent out to the customer by mistake prior to being deleted. Or it was meant to be re-entered, but someone forgot.

2. Someone manually deleted the invoice from the SQL database after it was printed, but before it was posted. This is not very likely, but could happen.

Neither of these are something that a typical user would be able to do. And I have not heard of any issues with invoices mysteriously disappearing, so this is not something that is a known issue. In case you have not done this already, I would maybe talk to the person that would have entered or posted this invoice to see if they recall anything strange happening or any issues they had with this invoice.

Hope this gives you some more ideas/information.

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Frank Hamelly | MVP... 46,625 Super User 2025 Season 2 on at

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Thanks for that reminder Victoria. Thomas, I agree with Victoria - I would be asking anyone in the organization who has the access and skills to make changes in the SQL database if anyone did so. You might not get the correct answer even if you ask, but it's worth a shot.

Good luck and let us know what you find out.

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