Sage 100

Sage 100 Advanced ERP 2014 Version 5.10.3.0 A client has some old, erroneous data in the PO module we are trying to clear out. We decided on a course of action to uncheck all of the module integration boxes in PO Setup in a test environment first, but I am running up against a warning when unchecking the integration to Inventory Management. I got the following warning message: ""This option cannot be changed while Purchase Order Entry Receipt of Goods/Invoice Entry is in process."" I have already checked to see if we have unposted entries waiting to be posted, which we do not. So, from there I went ahead and deleted the blank entries from GL_CompanyActiveBatch, reinitialized the 6 PO_ReceiptXXX files, and did a rebuild on the sort files. This cleared the Receipt of Goods/Invoice Entry warning. Does anyone know the analogous Purchase Order Entry files I can reinitialize so the system does not think we have unposted batches waiting to be posted? Thanks in advance!

Did you check the return of goods?

Thanks for your reply. I did check the return of goods and the material issue entry files, as I know these can flag as well. I have seemingly cleared the warning for the receipts, returns, and material issue entry files. Just did a manual re-initialization of PO_DailyPostingWork and still no joy.

No bogus batches out there?

None that I can see by going into any of receipt registers update routines or the daily transaction register updates (says file is empty). There has to be an empty batch stuck in a file somewhere that can only be accessed by DFDM - spent the last half hour going file by file in POXXX looking for empty batches that can be deleted.

Try reinitializing the following: PO_ReceiptDetail PO_ReceiptHeader PO_ReceiptInvoiceVarianceWrk PO_ReceiptReturnMatRqByPO PO_ReceiptTaxAllocation PO_ReceiptTaxDetail PO_ReceiptTaxSummary PO_ReceiptTierDistribution PO_ReceiptVarianceCalculation

I had previously cleared out the receipt entry files that contained bogus batches, but I did not catch the InvoiceVarianceWrk file, so I went ahead and did that again, but the Purchase Order Entry in process warning is still hanging out there.

Original warning message here:

After I cleared out the receipt entry files as Doug suggested, and also deleted some bogus P/O batches in GL_CompanyActiveBatch and did a rebuild on the sort files:

dfdm

or backup the PO data entry files and copy over some empty ones, make the change in PO options then re-name the originals.

DFDM to the rescue. Turned off the Inventory integration through DFDM and we are off and running.

What are you trying to clean up? Probably not an option, but in v2015 you can set up the PO history tables, then PURGE the old PO's from the current table but the PO history is retained in the new history tables. Otherwise, you could run the purge obsolete utility to cleanse the tables.

@JeffSchwenk good question. Customer hired a new CFO. She ran the Purchases Clearing report in PO period end and found several hundred PO's still open with items that were received but the invoice was processed through AP. They do a physical at the end of each month so the inventory balance in GL has been corrected however, the purchases clearing account kept growing. We need to clear all these old PO's from Purchases Clearing. Do you have a better mouse trap? {please hear the mumbled prayers undertones.)

Purge Obsolete Purchase Orders from the PO Utilities menu.

As I said and Doug points out, purge the obsolete PO's. BUT if they want to keep the PO history, they need to migrate to v2015, create the history tables, THEN PURGE the obsolete PO's. And with the history tables, you can shorten the number of days (in set up) that you retain completed PO's. Finally, work with the new CFO to develop good procedures for processing the PO's, ROG and ROI's. Turn on the warning flag in vendor maintenance that this vendor is normally a PO vendor, modify the ROG and ROI panels to display the previous ROG and ROI values so the clerk can catch problems. Consider writing a script that will pop a warning when these values don't match during entry.

Wow @JeffSchwenk those are quite the panel mods. Have you implemented this? How does it play out? If a user is in ROI entry and they see the prior ROG entry, how does that help? Just curious. Had a discussion today about waiting to do the receipt of goods until the invoice was received. Not good for inventory purposes but good for accounting purposes. I told them they need to weigh the consequences and what their main goal is. TIA!

Seeing the prior ROG/ROI fields side by side is one less reason for the user to make a mistake by over/under receiving invoicing. By creating a script to pop a soft warning message, this too focuses the users attention to the detail. I don't expect it to be fool proof, but I do think it will cut down on the gazillion pages produced by the purchases clearing report.

Ah, you mean showing all prior receipts on the panel. Gotcha.