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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / GP2010 - Missing Vouch...
Microsoft Dynamics GP (Archived)

GP2010 - Missing Voucher Numbers

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Posted on by Chris Benfatto 345

We did an upgrade to GP 2010 in Jan 2013.  Recently our accounting department noticed that there appear to be missing vouchers numbers that we cannot account for in the system.  Sometimes it is one number in a sequence, sometimes there are huge chunks of numbers missing. 

Has anyone seen this behavior before or know a way to check on 'lost' vouchers numbers.

Here is list of the most recent numbers..you can see large sequences missing right away.

Voucher Number Document Date
82612 3/6/2013
82644 3/1/2013
82693 3/1/2013
82741 3/1/2013
82819 3/1/2013
82835 3/4/2013
82836 3/6/2013
82837 3/6/2013
82838 3/6/2013
82839 3/6/2013
82840 3/6/2013
82841 3/6/2013
82842 3/6/2013
82843 3/6/2013
82844 3/6/2013
82845 3/6/2013
82846 3/6/2013
82847 3/6/2013

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I have the same question (0)
  • Community Member Profile Picture
    Community Member on at

    Hi Chris, are you sure they're missing?  Could they be in the history tables?  Could a large Batch have been deleted?  In my experience the voucher numbers are consistently sequential regardless of the GP version.

  • Chris Benfatto Profile Picture
    Chris Benfatto 345 on at

    Is there a way to check the history tables via reporting from within GP?  

  • Suggested answer
    Community Member Profile Picture
    Community Member on at

    SmartList will show you work, open and history.  Is this were you got this data from?  If you got this data from SmartList then I would verify that the SmartList you are using doesn't have any filters on it.  The native Payables Transaction SmartList (Purchasing>Payables Transactions> *) will show you all the vouchers in the system no matter if they are in work, open or history.  You will also get Payments in this SmartList which show as a voucher number but it actually uses its own numbering system, you may need to filter these out.

    Now that you have done all of this you will probably find that you still have missing voucher numbers.  This is because Payables does not try to guarantee that all the voucher numbers will be used.  I just tried a simple test, I entered 3 vouchers, 00400, 00401,00402.  After entering and saving the third voucher I went back and deleted voucher 00400.  My hope was that when I went to enter a new voucher it would start out with 00400 but it didn't, it started with 00403.  Your missing vouchers were simply from vouchers being deleted.  The large blocks of missing vouchers were from entire batches being deleted.

    Terry Blaser

    Straight Arrow Consulting

    310-272-6240m

    tblaser@StraightArrowUSA.com

  • Michael Lupro Profile Picture
    Michael Lupro 335 on at

    Check the PM2000 and PM30200 tables for any of the missing voucher numbers.  If you don't find them with a SQL query then don't worry about it.  It's possible for a user to enter a voucher number.  But I've never seen a conversion where a series of voucher numbers 'goes missing'.  

    You can also run reconcile and check links to see what shows up.

  • Chris Benfatto Profile Picture
    Chris Benfatto 345 on at

    Terry - I checked the Smartlist you mentioned and the full list does show missing voucher numbers in the sequence.  This is basically the same information the customer provided to me in the original report.  It appears she was running the report with no filters other than a date.

    Michael - I checked both those tables you mentioned and there are large chunks of voucher number missing from the PM30200 table that matches the list of missing vouchers from the Smartlist report.

  • Chris Benfatto Profile Picture
    Chris Benfatto 345 on at

    Just to add something to the notes.  When I go in to the test environment we have for GP, I get the same missing vouchers.  If I go tot he Payables Transactions Entry screen and try to manually enter in one of the 'missing' vouchers, the system gives me an error that 'You cannot edit transactions that have been posted'.  So the system thinks the voucher has been used and posted but I cannot locate it anywhere in the system.

  • L Vail Profile Picture
    L Vail 65,271 on at

    Hi Chris,

    Take a look at the index table for payables, this is the table that I believe is checked to determine the existence of an existing voucher number. The table you need to look at is PM00400. That table will list the trx number and the status of the trx.

    Let us know what you find.

    Kind regards,

    Leslie

  • Chris Benfatto Profile Picture
    Chris Benfatto 345 on at

    Leslie,

    I checked the PM00400 table this morning.  Assuming the CNTRLNUM is the voucher number, the gaps are still present in the listing.

    I am at a loss, the system appears to think they have been used since we cannot manually enter the numbers without getting an error, but none of the tables or reports show the numbers in use at all.

  • Michael Lupro Profile Picture
    Michael Lupro 335 on at

    If your A/P Trial Balance matches the G/L Payables Account balance then just quit worrying about this.

    As Leslie stated, the system has no requirement to have a record for EVERY possible voucher number.

    If you want to do a really final someting you can do this (If you are not technical enough then have your local VAR do this).

    This article describes how to rebuild the PM Keys file in Payables Management (PM00400) when you use a Microsoft SQL database.

    MORE INFORMATION

    Goal:  Delete the contents of the PM00400 table and re-create the file. 
    Kick everyone off the system or do this at night or on the weekend when no other users are on the system.

    1. Make a BACKUP of the database that can be restored in case an undesired data loss occurs.

    2. Be sure all other users are logged out of Microsoft Dynamics GP.

    3. Run the following SQL statement against the appropriate Company database to delete the contents of the PM00400 table:

    DELETE PM00400

    4. In Microsoft Dynamics GP, click File, point to Maintenance, and then click Check Links to run Check Links on the Payables Transaction Logical File and on the Payables History Logical Files.

    a. Change the Series to Purchasing and insert the Payables Transaction Logical File and the Payables History Logical Files. Click OK.

    b. Print the File Maintenance Error Log report to the screen rather than to a printer because Check Links will re-create the keys record for every document in Payables Management and will generate a long error log when completed.

    Warning: If you cannot successfully re-create your PM Keys, do not continue working in the system because future documents may become corrupted. If your PM Keys do not re-create successfully, you will receive an error message (the message text may vary) and you will not receive an error log.

    Mike

  • Chris Benfatto Profile Picture
    Chris Benfatto 345 on at

    Finally we were able to discover the cause of the missing vouchers, although the behavior is neither audit friendly nor does it make sense.

    It turns out that when we have a failed integration from our expense reporting tool, the accounting department deletes the batch created, fixes the original spreadsheet and then re runs the integration with the corrected data.  It is the deleted batch that contained the missing voucher numbers.

    From an audit perspective, there are missing vouchers in the application and database that cannot be accounted for.  It appears we will have to develop an internal process to print a report, before the batch is deleted, so we have some record of the numbers.

    The other thing is, it appears GP 10 did not do this, if you deleted a batch and 'freed' the vouchers numbers, the next integration would start with the first unused number.   This appears to not be the case in the current version, unless there is an option to allow reusing the voucher number that were part of a deleted batch.

    Thanks for the input everyone.

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