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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / GP Notes
Microsoft Dynamics GP (Archived)

GP Notes

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Posted on by Rosemary 10

Good morning,

Our Receivables users place notes on customer accounts, but I am seeing the notes on item numbers, vendor numbers. The Receivable user would not have access to Inventory or Payables, has anyone come across this issue.

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

    Hi Rosemary

    All of the notes for the system are held in a single table - the Record Notes Master (SY03900). Sometimes the note numbers can get mixed up and suddenly they show up in the wrong place. Normally, when this kind of thing happens, something has been done with the SY01500 table. This table is stored in the DYNAMICS database, and it holds the 'next note number' field. If that database is backed up and restored, and care isn't taken to update that number, things can get off. I've seen this happen many times because folks presume the note index numbers are held in the Company database, but they are not.

    Kind regards,

    Leslie

  • Derek Albaugh Profile Picture
    Derek Albaugh on at

    Hello Rosemary,

    To add to what Leslie mentioned, we also have/had a tool called NoteFix which one part of it would look at all the note index numbers for all current notes in that company database, then in the SY01500 table for that company database, update the 'next note number' value to be 1 + the last number, so that the next time a note if added, it will use this next number and so on. This way notes don't get mixed up or have multiple notes using the same note number, etc.

    The column in the SY01500 table is NOTEINDX.

    Thanks,

  • Rosemary Profile Picture
    Rosemary 10 on at

    Thanks Leslie, I am glad there is some logical reason for this, because you are right the notes are showing up in the wrong place.  Can this be fixed? We recently upgraded to GP2013 and it is only now this has been happening.

    Thanks

  • Rosemary Profile Picture
    Rosemary 10 on at

    Thanks Derek for your response, as I mentioned to Leslie, can this be fixed?

  • Derek Albaugh Profile Picture
    Derek Albaugh on at

    Hello Rosemary,

    We used to have the NoteFix Utility, which can be used for Dynamics GP 2013, though it isn't anything that we would assist with and this is not supported with Dynamics GP 2015 at all.

    Also, I found this KB article:

    Cross-linked or incorrect notes indexes in Microsoft Dynamics GP

    mbs2.microsoft.com/.../KBDisplay.aspx;en-us;872678

    This article has a script that states it will get the max value of NOTEINDX from each table, then automatically update your SY01500 for you to the correct next note index.

    I tested this on my Dynamics GP 2015 environment and it returned a Max Note Index of 5833.00000, and when I looked in the DYNAMICS..SY01500 table for this company database, it had the NOTEINDX set to 5834.00000, which would be the next number after the last note in that company database.

    Disclaimer: This article states it is for Dynamics GP 9.0, though it was last reviewed Jan., 2015. I would highly recommend creating a test environment to test this on to see and verify if it fixes the notes issue, before putting it on your production system, as well as making sure we have recent, valid database backups.

    Thank you,

  • Rosemary Profile Picture
    Rosemary 10 on at

    Thank you very much, I will take a look and test. The users seem to think the notes just 'move' around. It is not affecting the application, it is just good to understand what is happening.

    Thanks again.

  • Rosemary Profile Picture
    Rosemary 10 on at

    There seems to be a problem with that link...

  • Derek Albaugh Profile Picture
    Derek Albaugh on at

    mbs2.microsoft.com/.../KBDisplay.aspx;en-us;872678

    The link got cut off........if you search in Bing for 872678, it's the first thing that comes up.

  • Derek Albaugh Profile Picture
    Derek Albaugh on at

    It won't let me cut/paste the link here, but you can use Bing to find it........I looked at Google as well, but it didn't have the article on the front page like Bing did.

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

    Hi Rosemary,

    The latest NoteFix that I have was for version 11. This version did not work properly. It did not find all of the duplicates, it also got the max note number wrong. Sometimes people are putting the notes in the wrong place and they end up showing up where they don't belong. As far as fixing what you already have - that would be very difficult. I do not know of any tool that can tell where the note is supposed to be attached compared to where it is attached. Fixing this would be very cumbersome at best. I suppose you could restore the pre-upgrade backup and compare the note index fields in the before and after databases to identify which were different. The compare process wouldn't be too bad, then you could change the new record note master or the index numbers to match the detailed data.

    Kind regards,

    Leslie

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