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Great Plains Document extensions

Posted on 2013-01-09
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Last Modified: 2013-01-24
Thank you for your time in advance.  I have a simple question about Great Plains document naming.    Our invoice number for a customer is 156497 but the history shows 156497P.  What does the P after a transaction mean?
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Question by:baytowel
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10 Comments
 
LVL 18

Expert Comment

by:Victoria Yudin
ID: 38759167
I can't think of anything in GP out-of-the-box that would automatically add letters at the end of invoice numbers.  Have you confirmed this is actually how the data is stored in the database?  I have seen strange display issues cause characters that are not actually there to be displayed.

If the P is really there, I would check to see if there is also an invoice with the number 156497.  Sometimes users will add something to the end of a doc number if they are re-entering it or want to show that transactions were linked.  Also, where did this invoice originate?  Was it manually entered (and if so, on what screen) or was it imported or created by another process?
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Author Comment

by:baytowel
ID: 38759737
Dennis,
 
This is from our AR manager:

"Attached is a screen shot of a history table for one of our COD accounts.  
 
Here are the circumstances surrounding this account:
 
*They receive a weekly delivery, every Thursday;
*Our Route Rep/Driver picks up payment, on delivery, every Thursday
*We record the cash in Great Plains every week, the day after delivery.
 
The cash received for the last two weeks for this account is still unapplied, and we do not have an open invoice to apply it to.  It appears the weekly invoices have gone to, or appear in the History table.  "

Trying to research the issue we noticed the P on the end of the invoices and are wondering what it means and if it is related to our issue.
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LVL 18

Expert Comment

by:Victoria Yudin
ID: 38759773
I am not sure if this is something anyone can answer without looking at your data and checking all the related tables.  Are you able to post screenshots of what you're looking at?  What history table are you checking where you are seeing these invoices?
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Author Comment

by:baytowel
ID: 38759803
I did attach a screen shot showing the Receivables Transaction Inquiry - Customer screen.  Did it not come through?

We are running GP 8.5 if that helps.
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LVL 18

Expert Comment

by:Victoria Yudin
ID: 38759829
I do not see any attachments, sorry.  Can you please try again?  You should be able to see it as well, when you are looking at this question online.

Also, there is no Dynamics GP 8.5 version.  There is 7.5, 8.0 and a 9.0...?  Not sure if that would make a difference for what you're talking about anyway, but just want to make sure we're not talking about apples and oranges here. :-)
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Author Comment

by:baytowel
ID: 38774649
I have tried to attach the screen image several time but it never shows.  A request for help has been sent to support.  Please don't abandon the question, we still need an answer.

thanks.
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Author Comment

by:baytowel
ID: 38774659
Screen Image
GPimage.jpg
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LVL 18

Accepted Solution

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Victoria Yudin earned 100 total points
ID: 38774682
Thanks for enclosing the screenshot - that really helps. What it shows is that the entry with the 'P' at the end of the Document Number is actually a payment. The original invoice is on the line right above it. (In the Type column, SLS = Sales Invoice, PMT = Payment)

So, whether correctly or not, someone has already entered a payment for the invoice you're looking at. Also, to get the Payment number to be 1571468P I believe someone would have had to manually type that in, otherwise it would have defaulted to something like PYMNT...XXXXX, as you can see from your other payments.

Hope this helps. Please let me know if you need additional help based on this.
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LVL 18

Expert Comment

by:Victoria Yudin
ID: 38798236
Hi, just checking in to see if you need additional help on this?
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Author Comment

by:baytowel
ID: 38816161
Thanks for the follow up.  With your information we have now identified our issue.  COD invoices were being marked paid ( the "P" on the document name) before they were transferred into Great Plains.  This prevented our AR people from applying payments to the invoice.  We can now modify our procedures so this cannot happen.

thanks for you help.
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