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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Line Item Comment ID...
Microsoft Dynamics GP (Archived)

Line Item Comment ID's Deleting Themselves

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Posted on by dmacintosh 1,145

Hello Everyone,

I seem to be having an issue with Line Item Comments deleting themselves. Line Item Comments can be found by going first to the Sales Transaction Entry window. I enter a order number and bring it up. I then select the line item by clicking the item number and then the blue arrow. This brings up the Sales Item Detail Entry window. I then click on the blue arrow next to "Comment ID".

The user usually populates this field without a problem. In some cases, he/she will select an actual Comment ID but not always. The user brought this issue to my attention that these comments may be deleting themselves. Our shipping department usually looks at these comments to determine any special needs and has notified her of three separate, unrelated orders that contain missing comments. It does not seem to have a pattern just yet, but I have asked her to attempt to identify one. In the mean time, I am attempting to make sure this does not become a wide-spread issue.

I am wondering if anyone has experienced this issue before or know the cause of this problem. I thank you in advance for any assistance rendered.

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  • Suggested answer
    Josh P Profile Picture
    Josh P 2,895 on at

    Hi!

    The comments, if not saved with an ID, will only be populated and saved on the SOP document they were entered. This is true for header level comments as well. There is no function that I am aware of where GP removes these from the system without user interaction.

    If you run the Sales Line Items Smart List report with the line comments as a field, you should be able to see all the lines of a SOP document for whatever search criteria you need. I would run this for your orders entered in a specific time frame to see if this is a one-time issue, or if this is affecting other documents as well.

    You should also note that once the SOP document is posted / transferred, you cannot change these without modifying SQL.

  • dmacintosh Profile Picture
    dmacintosh 1,145 on at

    I understand that the way we enter comments means that it will only be saved on the SOP document it was entered. An example being if I were to add the comment "Please contact buyer regarding shipping weight of item before shipping" to SOP document 101404 and save the document. I will have come back to this document a few days/weeks later to find that this comment on SOP document 101404 is no longer there.

    It would seem that it is just three SOP documents that have been effected thus far.

    We currently have no need to edit them after posting as if they are posted, they have been shipped and properly invoiced.

  • Josh P Profile Picture
    Josh P 2,895 on at

    Well, if you check your smart list for missing line items to pinpoint when this started happening, you will have a reference as to when to start looking for things such as newly installed software, changes made to your SQL server, and does your printed back up also have the line items on them.

    As stated before, once these are posted, there is no function in GP's UI that would allow a user to change the document. Out of curiosity, are you looking at the invoice generated from a sales order, or are you looking at the sales order when you see missing line comments?

  • dmacintosh Profile Picture
    dmacintosh 1,145 on at

    The documents are not yet posted. They would have the document status of 'new' or 'open'. I am looking at the sales order when I see the missing line comments.

  • Josh P Profile Picture
    Josh P 2,895 on at

    Are you using an integration process to get these into your system, or are they manually keyed?

  • dmacintosh Profile Picture
    dmacintosh 1,145 on at

    They are manual keyed into the system using the Sales Transaction Entry window.

  • Josh P Profile Picture
    Josh P 2,895 on at

    Can you describe the exact steps taken for entry, then review. Aside from a person deleting the comments, there should be no reason why they would simply disappear from an order that has not been transferred, overwritten by an integration method. Modification to the line item might cause the issue, but I would think you would have to delete the line item, and re-enter it to see the kind of behavior you are describing.

  • Community Member Profile Picture
    Community Member on at

    Hello,

    I had the same issue and with the help of my backup I was able to found that it was when I run the Sales  Maintenance check links option,  because GP check comments links and if you look at the report, the Sales line comment Work and History section you will see all your orders # that GP decide to remove the comments text (delete the SOP10202 line)... I don't now why because they were ok ? until a solution if found we don't run this maintenance anymore.

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