Sage 100

Have a client on MAS 200 4.05 and when they try to enter an invoice it gives them the error ""Invoice for this vendor already in history file"". Sage knowledge base says I need to create a record in the AP Open invoice record file using the DFDM utility. Obviously the AP_OpenInvoice.m4t file did not exist then. Does anyone one the equivalent of that file in the 4.05 version of MAS 200?

I can't confirm (away from the file layout references) , but I think it is AP4XXX.SOA.

AP4XXX.soa

The equivalent was AR4 but that doesn't make sense to add it there. Are they tring to use an invoice number that already did exist in history? If so, then change the next number sequence.

I believe the client deleted the original invoice before posting they are now trying to re-enter it.

If they deleted it before posting it and it appears in history then maybe it was updated as a deleted invoice? How does it show in history?

It doesn't show up in the vendor record at all.

I'm sorry, I was thinking it was AR - let's start over. If you look in Invoice History Inquiry you don't see it?

When I got to Invoice History Inquiry the invoice is there. When I got to Vendor Inquiry, the the invoice is not there.

Does the amount and everything show correct in history? Do you have the Source Journal drill down? If it wasn't suppose to post and you see it there then it probably didn't post to the GL or is not in all the files as you saw. Check the API file to make sure it isn't in there and then I would delete it through dfdm from AP_12 and AP_13 and reenter it.

The invoice is entered correctly but I do not have the source Journal drill down option. It is grayed out. Although the source journal number is displayed. What is the AP_12 AND AP_13 files?

What Katrina is seeing makes sense. Under AP options setup, look to see what the number of days to retain open invoices is set to. It sounds like the invoice was entered and paid previously but time has passed and the invoice was purged out of the AP open invoice file. For some reason, the vendor is reusing the numbers (maybe it is a statement # or a telephone bill) The invoice is retained in the Invoice HISTORY table until a purge routine is manually run. So you can either purge the invoice history (I wouldn't) or add a character to make the invoice # unique. It sounds like it is working properly. I would just add another character and move on.

If you do not have the source journal then it has not posted to the GL but I would check to make sure it isn't sitting in the DRT waiting to be updated. AP_12 and AP_13 are the invoice history header and detail files.

What is the date showing on the invoice? If it is old then Jeff's point is to be considered although you would still see the journal drill down I would think.

The drill down option may be grayed out if the GL transactions are being purged at year end. How many years are they being retained.

The invoice has never been paid. That's the problem. When you go into the Invoice History there are no payments associated with the invoice

Invoice data in AP invoice history inquiry is 11/23/12. This is a new and recent invoice.

Bizarre. Time to recommend an upgrade...........

Jeff if you only knew how many times we've made this recommendation!!!! 4.05??? I mean give me a break. That's from what 1983. :-)

You'd probably be a zillionaire if you had a dollar for every time.........

Really I would!