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Invoice Paid - un-traceable field update

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Posted on by Tarjani_ec

Hi all,

We a situation whereby Invoices are being marked as Paid and we can't determine why.

The initial steps were to check the workflows that are dependent on the status or status reason fields, but they did not appear to be triggering the field update. The update was however triggering these workflows to send receipts and update other records. We put increased the criteria to filter out any that did not have a value in the Amount Received field, which prevented receipts being sent out unnecessarily. However, the issue of the Invoices being marked as paid has not stopped.

After looking at workflows, I've been going through Flows in Power Automate and also the plugins. At this point I'm not sure where else to look. We do have a job open with support, but as it has been open for quite a while, I was wondering if anyone had any ideas of anything else that would cause a status field to be updated.

A few other details:

- The updates often occur late in the evening, early hours in the morning and/or on weekends. So it is not likely that a team member is triggering these.

- The updates happen in batches. They are not usually one or two at a time. The batches could be anything from 30 to 100 records.

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Wahaj Rashid 11,321 on at

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RE: Invoice Paid - un-traceable field update

Dear Tarjani,

By ETL I meant any integration job. So an ETL (Extract, Transform, Load) package is normally a batch job which extracts data from source (eg. ERP), transforms it, and loads it into the destination (eg. CRM).

Let's look for following:

Go to Customizations -> Customize this System (Default Solution).

Expand Entities and select Invoice and then click on Show Dependencies.

In the Dependencies dialog, sort by Component Type and look for SDK Messaging Processing Steps and Processes. This will give you an idea about all the Plugin Steps and Processes related to Invoice entity.

And please make sure you do not have any Flow under you user which updates the Invoice. Please note, there is a chance flow or workflow is getting triggered on another entity but updating Invoice.

If you are still not able to find out the culprit, I have one wild idea.

If you change the password of your user, any jobs using your credentials outside the CRM should fail, however, please evaluate first how changing password could impact.

Please share your findings.

Thanks,

Wahaj
Tarjani_ec 75 on at

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RE: Invoice Paid - un-traceable field update

Hi Wahaj,

Thanks for your quick reply. In regards to the bullet points:

- The Modified By user is myself. I am a CRM Admin and Power Automate Admin.

- We have integration with our custom platform. This is the platform for our customers to log in to, and they generally use this to view invoices rather than pay them. It is possible to do payment, but we might get one a month using this method.

- What is an ETL job?

Tarjani
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Wahaj Rashid 11,321 on at

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RE: Invoice Paid - un-traceable field update

Hi,

Please look into following:

Who is the Modified By (user) when the invoice is paid? Is it an admin or service user? This will indicate if it is a single user or some service.

Do you have any integration with an external system? For example, when we integrate with an ERP system, normally connecters update the Invoice status back in CRM.

Plugin or Workflows normally triggers on events, not on a schedule. Look for any ETL jobs that may be scheduled outside of CRM to update Invoice Status. Again if you look at Modified By user, you should get an idea who is the caller and if its same user or not.

Let me know your findings.

Best,

Wahaj