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Duplicate Documents in RM and SOP

  • 1.  Duplicate Documents in RM and SOP

    Posted Jan 07, 2019 01:27 PM
    I feel like I should know this but I haven't seen this before.  We have duplicate documents in RM and SOP but the SOP document numbers have 001 at the end of them but only in some cases.  Shouldn't duplicates be stopped upon entry/integration?  Or because they are technically two different modules, duplicates are ok?  The documents should be in SOP but they now have the 001 at the end.  I'm guessing I need to void in RM and SOP and reintegrate into SOP with the correct document number?  Or will that give me errors that duplicates still exist?

    Hopefully, this makes sense and like I said, I really should know this, I just don't.

    Melanie Knight

    Melanie Knight
    System Administrator
    NetJets Inc.
    Columbus OH
    Academy - Online Interactive Learning from Experts

  • 2.  RE: Duplicate Documents in RM and SOP

    Posted Jan 08, 2019 08:26 AM
    Have you setup document numbers under RM and SOP? If not, you can do so by going to Manufacturing > Setup > System Defaults > Manufacturing. For SOP, go to Sales > Setup > Sales Order Processing > Numbers.

    Our SOP and RM documents were setup like this:

    Standard Quotes : SQ0000001
    Standard Orders: SS0000001
    Standard Invoice: SI0000001
    Manufacturing Order : MO0000001

    Because these documents cycle, it's smart to add a few more zeros to the number. When the number reaches the max integer, the second letter will roll to the next letter until it reaches the max. SQ9999999 will roll to SR0000001. So depending on how many orders you do, keep that in mind.

    Chase Landorf
    Director of I.T.
    Ideal Deals, LLC dba Ideal Aluminum Products
    Saint Augustine FL

    Academy - Online Interactive Learning from Experts

  • 3.  RE: Duplicate Documents in RM and SOP

    Posted Jan 08, 2019 09:23 AM
    @Chase Landorf and @Jo deRuiter,
    Thank you so much for your help!  Unfortunately, I failed to mention that our billing is in another system so the document numbers are assigned there.  I integrate the documents into SOP, in this case.  In other companies, I integrate into RM.  What happened was the user ran the integration for SOP and then ran the integration for RM into the same company and it duplicated the invoices.  Which is another issue altogether because I have the integration marking a flag when it's done so it doesn't get picked up again.  I just assumed, I guess, that they couldn't be integrated twice because of the document number but now I understand.  I'll work on my integration to prevent duplicates.

    Thanks again for your help!


    Melanie Knight
    System Administrator
    NetJets Inc.
    Columbus OH

    Academy - Online Interactive Learning from Experts

  • 4.  RE: Duplicate Documents in RM and SOP

    Posted Jan 08, 2019 08:53 AM
    Hi @Melanie Knight

    The only way the Sales Module should duplicate numbers is if the Document Type is different, so it sounds like you have an RM Transaction that may or may not be the same Doc Type.

    For instance if I have INV00001 which is a credit memo (the doc type) I can repeat that number again if I use INV00001 but it's a Sales Invoice.

    Irritating, I know.  Here are the Doc Types in the Sales Module.  Also RM Type - Sales or Receivables can also have duplicating numbers

    RMDTYPAL – RM Document Types:
    0 – Reserved for balance carried forward records
    1 – Sale / Invoice
    2 – Reserved for scheduled payments
    3 – Debit Memo
    4 – Finance Charge
    5 – Service / Repair
    6 – Warranty
    7 – Credit Memo
    8 – Return
    9 – Payment

    SOPTYPE (SOP Document Types):
    1 – Quote
    2 – Order
    3 – Invoice
    4 – Return
    5 – Back Order
    6 – Fulfillment Order

    The good news is that you can control document numbers in the Setup of both Receivables and SOP

    So, if you don't want them to repeat - change the "preface" to the "Next Number" in both the setup windows for numbers

    Kindest Regards,
    Jo deRuiter , MCP, DCP
    "That GP Red Head"
    GPUG Academy Instructor
    Dynamics GP Credentialing Council-Vice Chair
    770-906-4504 (Cell)

    Academy - Online Interactive Learning from Experts

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