Sage 100

Here is an interesting tidbit that I just learned (or maybe I knew it before but re-learned it). The cost field in the SO Invoice data entry may not really be the true cost so long as the invoice is unposted. Client was on FIFO costing -- and the way that the cost is assigned is they use last cost in the invoice data entry. When the transaction is posted the cost is assigned properly to the invoice history file. This came about because the client wanted to provide a file of transactions to a third party. My thinking was just take SO Invoice Data Entry and do an export. That worked except the client noticed the cost per the export did not match to the cost per the Cost Journal for FIFO (and possibly other) cost types. Here's the Sage KB that explains it better than I probably have. http://infosource.sagesoftwareonline.com/sw_attach/kdb.asp?isresolutionconceptid=461617

I assume there's a good reason not to assign a cost in the invoice data entry - probably related to either speed or more likely the fact that data entry could contain multiple unposted transactions for the same item # making an accurate FIFO cost unavailable in many instances.

It has been like this like forever.

Interesting tidbit though because unless you see it in action you just assume the cost in data entry is the true cost.

Sort of makes sense to me. Invoice data entry could stay open for a long time. Oher transactions (including other invoice batches, PO receipts, adjustments, etc) can be processed and updated in the interim that have an impact on cost. So it probably should pull the cost when it updates. Always one of the dangers of using an Invoice Data Entry extraction for use in feeding outside systems. Not only can the system make changes prior to updating, so can users. Always better off using posted data for feeding external, locked down better.

Mike I agree - the main issue is that extracting from history can encounter performance issues depending upon the size of invoice history. That's probably why I went with data entry - other than just assuming cost would be correct. And I totally agree with the reasoning -- it was just surprising to me and probably should not have been.

Another FYI , We have a similar issue with SO_SalesOrderhistorydetail costing. The costing isn't updated in the SO_SalesOrder history when the invoice gets the ""True Cost"" of the item during the Sales Journal update, it just keeps the original cost. In our case we ended up having to modify the Sales Journal Update Journal update to write back the cost to the SO_Sales OrderHistorydetail file.

There are several ways around the performance issues extracting data from the invoice history tables which don't have to cost a lot of money. Creating an Excel query is easy enough to do and you can can create a date prompt for it so that the user can simply click on the refresh button. My personal favorite is the Accesss DB with PTQ's that have a silent ODBC connection. You can then write Crystal reports which pull the data from Access and even hang them on the MAS menu. This method runs about 10 X faster than a report using the MAS ODBC. There is always the VI export job (if they have VI). Simple to set up and queries are fairly fast. And finally, if speed is a constant issue, there is the Cadillac of solutions, the DSD SQL Mirror enhancement. The luxury of fine driving at the price of a Chevy............. Perhaps they will resolve the speed issue in v4.5.............................

Great ideas Jeff but my client was running MAS on an Applianz box, running the client on a MAC and was insistant on using the Business Insight Explorer for reporting. :)

In my particular instance the client asked for a quick and dirty export so their outside consultant could test an integration. Fast forward 9 months. The outside consultant has not delivered and the client's looking to us as if we were the ones that proposed and managed this whole integration (which is generally how things roll when integration problems strike).

Well, you certainly have some saavy clients........

Well I guess my other option would be to say ""Well, no, wait a minute Mr Client. I must provide you with a proposal and before you ask for a sample export I need to do discovery and meet with you and then propose a $2,500 engagement to create an export"". AKA nice work if you can get it. I unfortunately find most clients think that they're going to self-manage everything until they hit the wall.

Actually, my snide comment was meant for Jim as I hadn't noticed yours...............

Wayne. Run sales order update register. Do not post. Export invoice data entry files. It will now have correct unit cost. Next post registers. Do not post anything between those steps otherwise cost may change. I am going off memory but believe the above solution/steps will work