next voucher number

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Posted on by irishjamr2

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We routinely have a problem where the Next Voucher Number value is reset to some old number. When this happens whoever tries to enter a new payables transaction gets the message 'unable to generate a voucher number'. There's only one other person besides myself who's got access to Payables Setup so I'm confident it's not being changed manually.

We're on GP 10, SP5. I've talked with GP support and our VAR who both say they've heard of this from other companies but have never figured out what's happening. Has anyone else run into this? Better yet, has anyone else found a cause? Best - does anyone have a fix or a workaround? Thanks.

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Richard Wheeler 75,848 Moderator on at

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Re: next voucher number

Tools->Setup->Purchasing->Payables and unclick the option to allow overriding the next voucher number.

Someone is overriding the voucher number at the time the payable is being entered.

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sueconrod 337 on at

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Re: next voucher number

Yes, I've run into it several times and basically it is getting over-written by your employees. Or someone is deleting the last number. The only way to stop this from happening is to turn off the option in Payables Management Setup "Override Voucher Number at Transaction Entry"

I had one company that this happened to all the time. This eliminates the ability to enter in a voucher number when they need to go in and correct an entry, instead they will have to drill down. It's also a pain because when you go to replace the number you need to make sure that it is far enough ahead to not have anything posted to that number.

Sue Conrod

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Community Member on at

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Re: next voucher number

Hello!

Richard and Susan are correct. We see this quite often when employees are entering voucher numbers manually.

The only other reason that error occurrs is if you have met your maximum voucher number, for example if you have your Next Voucher Number format set to four digits like 0000 and once the system hits 9999 it will generate this error the next time someone tries to go into the Payables Transaction Entry window. This is why we recommend having many leading zeroes for Next Voucher Number in the Payables Setup Option window (Microsoft Dynamics GP menu >> Tools >> Setup >> Purchasing >> Payables >> Options).

If you have any more questions on this please update this post.

Best regards,

Dan Moore

Customer Online Technical Community

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ARand 122 on at

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RE: next voucher number

I am getting the same issue but we have the Override Voucher Number at Transaction Entry turned off. The voucher number is greyed out when they go into the window and the users are telling me that the transactions are all manually entered not import but the next number keeps changing to weird numbers. It went from something like V0009994571247 to something like V00151541364. We are trying to figure out the best way to narrow it down because it does not always happen but it looks like it is happening a few times a day now.

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L Vail 65,271 on at

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RE: next voucher number

Hi,

I solved this problem at my client's site by opening up the PSTL and checking the box next to Minimum Number vs Receipt #

Kind regards,

Leslie

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Will Stokes 30 on at

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RE: next voucher number

Leslie,

Can you please confirm that checking the PSTL option for Minimum PO/Receipt # will work for invoice voucher numbers? I need to stop GP from going backwards and finding unused voucher numbers. I have found another post that talks about this option working for PO Numbers, but I'm not sure if it works for voucher numbers also. The other posts state after selecting that option, you subsequently go into Tools > Setup > Purchasing > Purchase Order Processing Setup > Additional > Minimum PO Numbers > check box for "Never Default to a Previous PO/Receipt Number". It doesn't mention anything about voucher numbers. Thanks!

https://www.gpug.com/communities/community-home/digestviewer/viewthread?GroupId=247&MID=24802&tab=digestviewer&CommunityKey=4754a624-39c5-4458-8105-02b65a7e929e#bm2

dynamicsgpblogster.blogspot.com/.../why-my-po-number-seems-to-skip-randomly.html

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L Vail 65,271 on at

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RE: next voucher number

Hi,

On which window are you seeing the Invoice Voucher Numbers? Is it the Payables Transaction that posts from the Purchasing Invoice match? If it is, then no, I do not think this PSTL setting has any affect on PM Voucher numbers.

Leslie

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Will Stokes 30 on at

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RE: next voucher number

Sorry, I'm new to this, I should've been more clear. The issue comes up occasionally when users either 1. use Transactions > Purchasing >Transaction Entry or 2. run a map in eOne SmartConnect which hits the Payables Transaction node. Since these are PM Voucher Numbers, I'm guessing you're in agreement that the PSTL setting does not apply. I haven't bothered to try this in our test company, because I don't know how to replicate the cause of the error to begin with.

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Mariano Gomez 26,225 on at

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RE: next voucher number

I wrote about this issue a few years aback (9 year to be exact!) - dynamicsgpblogster.blogspot.com/.../why-does-my-next-document-number-change.html

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Will Stokes 30 on at

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RE: next voucher number

Hi Mariano,

Thank you for your input. I did actually come across your post as well, but I'm not sure how to test it. I just entered two transactions, then deleted the first, but the Next Voucher Number did not reset to the deleted one. I did not post the transactions, but had them assigned to a batch. Do they need to be posted? I'm assuming no, because I would not be able to delete the transaction. Do I need to wait a certain period of time in order for GP to go backwards and reuse the deleted voucher number? Or is there a separate trigger beyond deleting the old or inserting a new?

The script you provided in your post will be very helpful, regardless, because I usually go to SmartList to find the greatest Voucher Number and manually reset in Payables setup.

The primary issue I'm trying to avoid is having myself be the one that has to handle this every time. I am the only one in my Finance team that has access to SQL and also the only one with access to Payables setup. I hate for our AP department to shut down if I am not available.

Thanks again!

Will

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