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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Change sales document ...
Microsoft Dynamics GP (Archived)

Change sales document batch number after it is posted [Web Services]

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Posted on by Nicholas_ 55

Hello.  I'm fairly new to GP so I apologize for any dumb assumptions I make in this question.

We have an integration between our in-house CRM and GP.  This integration sends orders to GP as Sales Invoices via the Web Services.  In order to get fulfillment information back from GP into our CRM, we were placing the invoices into certain batches ("export", "done").  This was working fine for a while, but we recently ran into a problem with voided and posted invoices.

It appears that once a sales invoice has been completed in GP (whether posted or voided), it can no longer be modified.  This makes sense, but it is a problem for our integration because it means we cannot put the invoice into the "done" batch so that it is pulled back into our CRM (the integration gets all invoices in the "done" batch to import, then moves them into a final batch based on the date).

Is there any way to change the batch name on an invoice after it has been posted/voided?  If there is not, is there a suggested way to filter sales documents so that our integration can load a list to import, rather than trying to load all the orders it is waiting to import and checking them one-by-one?

I hope this makes sense.  Thanks!

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  • Mahmoud Saadi Profile Picture
    Mahmoud Saadi 32,738 on at

    Hello Nicholas 

    Welcome to the community as this is apparently your first post on the community

    I just would like to draw your attention on few logical concepts that you could consider through your integration for better enhancements. These are listed below briefly:

    • When it comes to integration, the Bach Number is the less important field that you should build any rules on. The batch number is nothing but a container for several transactions with no unique id that gets automatically deleted upon posting (except for recurring batches)
    • If I am not mistaken, the in-house CRM is migrating sales orders to Dynamics GP as sales invoices, and then pull back these sales invoices for fulfillment purposes on the CRM level. In this essence, you can consider the various sales transaction types in Dynamics GP (Quote, Order, Fulfillment Order, Invoice, Return, Back Order). In your case, you could consider migrating the orders in CRM into Dynamics GP as sales order, once fulfilled on the GP level, you could retrieve all the fulfilled orders based on the sales transaction type.
    Eventually, when it comes to integration, several scenarios could be considered which could all lead for the same target. 
    Your feedback is highly appreciated, 
  • Nicholas_ Profile Picture
    Nicholas_ 55 on at

    Thanks for the reply.

    I'm not sure order types will help much in this case, but I think I kind of muddied the issue some.  Let me try to clarify what I'm looking for:

    I would like a way to flag or tag an order in GP as having been completed in such a way that I can easily get a list of those orders via the web services.  We were using the batch name for this -- all orders in the "done" batch were completed and ready to be imported into our CRM.  This "done" batch always contained orders that had been fulfilled but not yet imported.

    That's really what I'm looking for.  The only alternative I can find is to have our integration iterate over ALL the orders that have been sent from our CRM (which may be several thousand) and ask GP if the order has been completed yet.  That will be horribly slower than just getting the list directly from GP by filtering invoices based on batch name.

    Thanks again.

  • Verified answer
    Mahmoud Saadi Profile Picture
    Mahmoud Saadi 32,738 on at

    Thanks for the clarifications. 

    The main point I wanted to make is that the batch number is not such a field that you could consider indexing on, I would consider one of the following work around solutions to meet your purpose:

    • Using another field within the SOP header that could be used for indexing, in case you are not using the "customer PO number", that could be an option on which you include done for each transaction.
    • Another option is to build a staging table, including SOP invoice numbers and a status (index). You need to figure out a specific criteria to automatically update this table like u did when putting the invoice that are ready to be imported in the "done" batch
    • Having "Extender" will allow you to add additional window to the Sales Transaction Entry which is customized to record the status of each sales invoice, these data can be considered through your SYNC between the CRM and GP to get only the fulfilled orders.
    Please never hesitate to share any further inquiries, 
  • Nicholas_ Profile Picture
    Nicholas_ 55 on at

    Thanks for your assistance with this.  I'm not sure which approach we'll take, but it gives me a starting point.

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