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Microsoft Dynamics GP (Archived)

GP 2013 - Manual Payments - Document Number - Duplicate check numbers are not allowed

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Posted on by alimann 175

Hello,

One of our clients was paying vendors with a credit card within the Manual Payments function. She entered the same number in the Document Number field for multiple entries. When she ran an edit, no work message errors appeared. When she posted the batch, only the first entry posted. The other entries still sat in the batch, and now running the edit, there is an error message that says "Duplicate check numbers are not allowed. This transaction contains errors. It won't be posted." She cannot change the Document Number, as it is grayed out. Changing parameters in the Check Maintenance window to accept duplicate numbers does not work either (and as a side note, we got the same result in our test site, even allowing duplicate check numbers beforehand). I would think the batch with the remaining entries should have gone to batch recovery to allow correction. Not the case here. Without deleting all 18 entries and starting over, I would hope that I can give our client a way to avoid that.

I guess the main issue here is that there is no ability to change the document number under Manual Payments once you save the entry, and there is no indication that entering the same document number will be cause an error in the Manual Payments Edit List.

Is there a way to reset the entries to a) change the Document Number or b) allow duplicate check (Document) numbers under Manual Payments?

Thank you, Ali M.

*This post is locked for comments

  • alimann Profile Picture
    alimann 175 on at
    RE: GP 2013 - Manual Payments - Document Number - Duplicate check numbers are not allowed

    Thank you both for your time and attention to this matter. I will let the client know that she will have to delete and re-add the transactions. I just wish she could have been prompted in the first place that she could not add duplicate document numbers. This would be helpful in future releases of GP. I hope someone from Microsoft also sees this post to note that.

  • Suggested answer
    soma Profile Picture
    soma 24,406 on at
    RE: GP 2013 - Manual Payments - Document Number - Duplicate check numbers are not allowed

    Alimann,

    Allow duplicate number per invoice in Payble setup window is used for Payable Transaction entry with duplicate document for vendor invoices.

    Allow duplicate number from Checkbook Maintenance is used for payable checks/cash payments. Not credit card payments.

    Hope this helps!!!

  • Suggested answer
    Bill Campbell Profile Picture
    Bill Campbell 22,647 on at
    RE: GP 2013 - Manual Payments - Document Number - Duplicate check numbers are not allowed

    Soma, great catch on the Credit Card - missed that when I was reading the message.

    We have had to add a -1 (as a counter - increase by 1 for each line) at the end of the document number for all the subsequent payments - that way you have the common value for all the records but they also are unique values in the system.

    Unfortunately I believe Soma to be correct, you will have to VOID the first part that posted and re-enter the whole transaction over again, with the incrementing counter on the end of the document number.

  • Suggested answer
    Bill Campbell Profile Picture
    Bill Campbell 22,647 on at
    RE: GP 2013 - Manual Payments - Document Number - Duplicate check numbers are not allowed

    Ali, can you post a screen shot of the posting document error.

    Might help to see something.  Plus others might get some other idea of what is missing.

  • Suggested answer
    soma Profile Picture
    soma 24,406 on at
    RE: GP 2013 - Manual Payments - Document Number - Duplicate check numbers are not allowed

    You can not edit the document number in manual payment window if you saved transaction. So, for this scenario you need to delete and re-create with unique number for credit card payment. Because, credit card payment not allowed duplicate number. Duplicate number allows only Payables checkbook payments.

    Hope this helps!!!

  • alimann Profile Picture
    alimann 175 on at
    RE: GP 2013 - Manual Payments - Document Number - Duplicate check numbers are not allowed

    Thank you for your quick response, but we tried that, and we still couldn't post. We even went into Purchasing Setup and checked to allow duplicate document numbers, but that didn't work either. Nothing is letting up post these entries.

    Ali

  • Suggested answer
    Bill Campbell Profile Picture
    Bill Campbell 22,647 on at
    RE: GP 2013 - Manual Payments - Document Number - Duplicate check numbers are not allowed

    You can change the security setting at the Chequebook to allow for the ability to post duplicate cheque numbers.  This should "NO" by default, but you can go to

    Financial >> Cards >> Chequebook - select the chequebook (Canadian, eh) and select this option.

    Once you post, be sure to go back to this window and reset to default.

    Hope this helps.  If so, let others know.

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