Sage 100

A customer is noticing that not all recurring journals create paperless documents and that the journal numbers don't increment properly. Got this e-mail yesterday (MAS 90 4.4 PU5): I had made multiple entries in GL Recurring Journal Entry (4 to be exact) I went to the recurring journal to print the 1st entry that I had made (PAYROL) I changed the date at the bottom of the screen before I started to 1/19 I ended up with RJ-192; it existed in paperless with pdf date of 1/23 & accounting date of 1/19 Then I ""printed"" the next entry (PRTR) and ended up with RJ-193....here is the really weird part.....this new one now existed in paperless office and RJ-192 was gone!!!! So, on to the next entry (401k)....""printed"" this and ended up with RJ-191???? Why wouldn't it have been 194??? And....yet again, it now exists in paperless but the one above is gone!!!! Paperless is configured to generate pdf without prompting and I verified that paperless setup is configured properly (points to same path for ALL GL documents) and that security role does not permit updating from preview. Also verified that the actual pdf is removed from folder when it no longer displays in journal/register viewer. I'd expect that if a recurring JE was printed but not updated, the pdf would exist in paperless but display N in the ""Updated"" column and that journal numbers of previously printed recurring journals would not be reused. Anyone seen this?

I know this is not your answer - but may be something to look at. I had this on a customer where Adobe Acrobat was also installed on the workstation. If one user has Acrobat and another doesn't - this is a longshot... fwiw http://infosource.sagesoftwareonline.com/sw_attach/kdb.asp?isresolutionconceptid=503023

Thanks, will check into it.

What I ultimately found: Paperless is creating a pdf file with same name as one created earlier that day, IF user changes posting date just before updating. The newly created pdf overwrites the previous one, even if the previous journal was updated. I could not duplicate with PU8, only with PU5. This is with recurring journals only. I basically printed journals, but saved the pdf's on my desktop, until I got a message that it wanted to replace a previously saved file. It's supposed to increment the last 3 digits of the file name when a transaction for the same accounting date is found, but it doesn't.

Wow - nice detective work!

Do they have to change to any specific posting date -- for example the same date as on a prior register? Or does it work 100% if they just change the date it causes the problem?

They have to change to an accounting date that had a journal posted earlier in the day. Doesn't matter if it's a future or prior date. The other weird thing is that the journal numbers are not always sequential. I tried printing/updating the same journal several times (using different dates), and sometimes it would skip journal numbers. So, I'd create GL7, GL8, GL9, then it would skip to GL14 (see attached image). Nobody else was entering data and I always auto assigned next journal number. This part occurs on PU5 and PU8. The PU8 tests were done on my system, whereas PU5 was clients installation.