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SOP - Same master number getting assigned to multiple orders

  • 1.  SOP - Same master number getting assigned to multiple orders

    TOP CONTRIBUTOR
    Posted 30 days ago

    Hello Everybody,

    We have a sporadic issue with the same master number getting assigned to multiple orders in SOP.

    It looks like it's happening on back-to-back orders, so I'm guessing there's some sort of timing issue to do with when new sales transactions are created and when the master number is captured / advanced. It doesn't happen a lot, but we have noticed more examples lately.

    Does this happen to anyone else here? How do you deal with it?
    Would anyone be able to confirm at what stage in the sales trx entry process the master number is locked / the next master number is advanced.

    I've found a KB articles on correcting this issue but have not found any actual explanations on how to prevent it happening.
    https://support.microsoft.com/en-us/help/856311/multiple-customers-have-documents-that-reference-the-same-master-numbe

    We're on GP2015 R2.

    Thanks a lot for sharing your experiences.

    ------------------------------
    Maria Frandzeskakis
    IT Manager
    MIP Inc.
    Anjou QC
    ------------------------------


  • 2.  RE: SOP - Same master number getting assigned to multiple orders

    GOLD CONTRIBUTOR
    Posted 11 days ago
    Hey Maria,

    We are using 2015 R2 as well, and getting the same thing. It has increased in the past few months for us. The only thing that I am able to do, is monitor the master numbers through a script. I have not been able to narrow the cause down. If you are able to find anything, please let us know!

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



  • 3.  RE: SOP - Same master number getting assigned to multiple orders

    TOP CONTRIBUTOR
    Posted 10 days ago
    Edited by Jo deRuiter 10 days ago
    Hi @Maria Frandzeskakis


    Have you tried the fix in the KB article you posted the link to?

    @Chase Landorf have you given that fix a try?

    I'm super curious to know if those steps would or would not fix the issue.

    Also, are either of you importing/integrating transactions at the same time someone may be hand-keying or are there two integrations running simultaneously or any other symptom like that?


    ------------------------------
    Kindest Regards,
    Jo deRuiter , MCP, DCP
    "That GP Red Head"
    AISLING DYNAMICS CONSULTING, LLC
    WEBSITE: https://aislingdynamics.com/
    BLOG: https://community.dynamics.com/gp/b/gplife
    GPUG Academy Instructor
    Dynamics GP Credentialing Council-Vice Chair
    770-906-4504 (Cell)

    ------------------------------



  • 4.  RE: SOP - Same master number getting assigned to multiple orders

    GOLD CONTRIBUTOR
    Posted 9 days ago
    We hand key our orders. There is no fix for the issue, but we managed to get a work around for when it happens. The first step is to create an SOP10100 audit table. Created triggers on the SOP10100 table, that insert the records into the audit table. then also created a procedure that looks at the master numbers in the SOP10100 and SOP30200 where master numbers = master number, but customer numbers do not match. If any are found, I setup the dbmail to send me an email notification when select count on number of master numbers is > than 0.

    On the dbmail setup, I didn't setup the domain users at first, which caused GP to crash. Updated everything, and now it works like a charm. Now when a master number get duplicated, I get an email, and look at the view created to display the work and history, and tell the person that setup the new order. They create a new one from a copy of the issue master number, and move forward.

    I am currently keeping a separate log, to determine if it is a system bug or user error.

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



  • 5.  RE: SOP - Same master number getting assigned to multiple orders

    TOP CONTRIBUTOR
    Posted 9 days ago
    Hello @Chase Landorf. Hello @Jo deRuiter,
    Thank you both for your replies.

    Chase, it's good to know we're not the only ones.

    Jo, we do not have any integrations at the moment. All SOs are keyed in by users, directly in GP.
    I have not run checklinks on the Sales Setups but it sounds like it might be worth a try (although I'm not clear if it will try to re-assign master numbers to any duplicates, or just fix some index? ..)

    I'm not terrible interested in correcting the history (we don't rely on the master numbers, although it does cause some confusion when multiple orders show up in inquiries) - - what I find is lacking in the KB article is any potential cause. Is there something in our processes that is increasing our risk of duplicates ..

    Kind regards,


    ------------------------------
    Maria Frandzeskakis
    IT Manager
    MIP Inc.
    Anjou QC
    ------------------------------



  • 6.  RE: SOP - Same master number getting assigned to multiple orders

    GOLD CONTRIBUTOR
    Posted 9 days ago
    We have been running Check Links a lot more now. It seems to be happening for us 'a lot more now' as well. But after looking at the table information, there seems to be a pattern of 7 to 10 here.
    2014 = 8 times
    2015 = 8 times
    2016 = 7 times
    2017 = 10 times
    Up to 12-5-2018 = 8 times

    What do you show?

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



  • 7.  RE: SOP - Same master number getting assigned to multiple orders

    TOP CONTRIBUTOR
    Posted 9 days ago
    Thank you both once again.

    @Chase Landorf, I just checked the count - - maybe half a dozen since 2015 right up to Sept of this year, and then the occurrence has ballooned - - a few hundred since October :-O

    Will ask a few questions internally to see if something has changed in our process
    (and will try to run check links of course, although should I worry about unintended results?)

    Kind regards,​

    ------------------------------
    Maria Frandzeskakis
    IT Manager
    MIP Inc.
    Anjou QC
    ------------------------------



  • 8.  RE: SOP - Same master number getting assigned to multiple orders

    GOLD CONTRIBUTOR
    Posted 9 days ago
      |   view attached
    Jo is correct in the thoughts of SOPTYPE. You can have the same master number on quotes, orders, and invoices. However, to see if there is a duplicate, you need to see if the customer number is the same or different. The views below, are what I am using for both work and history. If there are any in the work table, those master numbers need to be updated. If you let them go, then there will be an issue in the GL. The work around step you could do, is to create a new order and copy the information from the order with master number issue. Then void/delete the issue order. You may also want to see if you have the tracking set, on setup files. If so, run the attached query, and see if you have someone who is altering the setup mast file. The SOP40100 will tell you what your next master number to be used. This will help with the updating the work table master numbers. For the history table, I would narrow the issues down, and then give them a master number that are way out of range. If you have the next master number as 4000, then set the history numbers = 800000. Just so there is no issues.

    WORK VIEW:

    SELECT * INTO MSTRNUMBOPEN FROM SOP10100
    GO;

    SELECT
    h.MSTRNUMB,
    h.SOPNUMBE,
    CASE
    WHEN h.SOPTYPE = 1 THEN 'QUOTE'
    WHEN h.SOPTYPE = 2 THEN 'ORDER'
    WHEN h.SOPTYPE = 3 THEN 'INVOICE'
    WHEN h.SOPTYPE = 4 THEN 'RETURN'
    WHEN h.SOPTYPE = 5 THEN 'BACK ORDER'
    WHEN h.SOPTYPE = 6 THEN 'FULFILLMENT ORDER'
    END AS SOPTYPE,
    CASE
    WHEN h.VOIDSTTS = 1 THEN 'VOIDED'
    ELSE ''
    END AS VOIDSTTS,
    h.CUSTNMBR,
    h.USER2ENT,
    CAST(h.CREATDDT AS DATE) CREATDDT,
    CAST(h.DOCDATE AS DATE) DOCDATE,
    h.DEX_ROW_ID


    FROM MSTRNUMBOPEN w , SOP10100 h
    WHERE w.MSTRNUMB = h.MSTRNUMB AND w.CUSTNMBR <> h.CUSTNMBR
    GO

    DROP TABLE MSTRNUMBOPEN



    HISTORY VIEW:

    SELECT * INTO MSTRNUMBHIST FROM SOP30200
    GO;


    SELECT
    h.MSTRNUMB [MASTER NUMBER],
    h.SOPNUMBE [ORDER NUMBER],
    CASE
    WHEN h.SOPTYPE = 1 THEN 'QUOTE'
    WHEN h.SOPTYPE = 2 THEN 'ORDER'
    WHEN h.SOPTYPE = 3 THEN 'INVOICE'
    WHEN h.SOPTYPE = 4 THEN 'RETURN'
    WHEN h.SOPTYPE = 5 THEN 'BACK ORDER'
    WHEN h.SOPTYPE = 6 THEN 'FULFILLMENT ORDER'
    END AS [SOP TYPE],
    CASE
    WHEN h.VOIDSTTS = 1 THEN 'VOIDED'
    ELSE ''
    END AS [VOIDED STATUS],
    h.CUSTNMBR [CUSTOMER NUMBER],
    h.USER2ENT [ENTERED BY],
    CAST(h.CREATDDT AS DATE) [DATE CREATED],
    CAST(h.DOCDATE AS DATE) [DOC DATE],
    h.DEX_ROW_ID [DEX]


    FROM MSTRNUMBHIST w , SOP30200 h
    WHERE w.MSTRNUMB = h.MSTRNUMB AND w.CUSTNMBR <> h.CUSTNMBR
    --AND h.VOIDSTTS = 0
    ORDER BY h.MSTRNUMB ASC
    GO

    DROP TABLE MSTRNUMBHIST







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

    Attachment(s)



  • 9.  RE: SOP - Same master number getting assigned to multiple orders

    TOP CONTRIBUTOR
    Posted 8 days ago
    Cool!

    ------------------------------
    Kindest Regards,
    Jo deRuiter , MCP, DCP
    "That GP Red Head"
    AISLING DYNAMICS CONSULTING, LLC
    WEBSITE: https://aislingdynamics.com/
    BLOG: https://community.dynamics.com/gp/b/gplife
    GPUG Academy Instructor
    Dynamics GP Credentialing Council-Vice Chair
    770-906-4504 (Cell)

    ------------------------------



  • 10.  RE: SOP - Same master number getting assigned to multiple orders

    TOP CONTRIBUTOR
    Posted 9 days ago
    Edited by Jo deRuiter 9 days ago
    Hi @Maria Frandzeskakis​ and @Chase Landorf​​

    Are the repeating Master Numbers on different "Transaction Types"?   GP functionality in the Sales Module allows for the same number to be used if the document type is different.  Which is why when searching in the Sales Module Tables for duplicate transactions you must add the doc type to the search.

    --SOP Duplicates
    select SOPTYPE, SOPNUMBE, COUNT(*) as [COUNT] from
    (
    select SOPTYPE, SOPNUMBE from SOP10100 W
    UNION ALL
    select SOPTYPE, SOPNUMBE from SOP30200 H
    ) C
    group by SOPTYPE, SOPNUMBE
    having COUNT(*) > 1

    This is the best explanation I have for what you guys are seeing.

    ------------------------------
    Kindest Regards,
    Jo deRuiter , MCP, DCP
    "That GP Red Head"
    AISLING DYNAMICS CONSULTING, LLC
    WEBSITE: https://aislingdynamics.com/
    BLOG: https://community.dynamics.com/gp/b/gplife
    GPUG Academy Instructor
    Dynamics GP Credentialing Council-Vice Chair
    770-906-4504 (Cell)

    ------------------------------



  • 11.  RE: SOP - Same master number getting assigned to multiple orders

    TOP CONTRIBUTOR
    Posted 4 days ago
      |   view attached
    Hi @Jo deRuiter, Hi @Chase Landorf,

    We've pinpointed what is causing our duplicates - - in October we started using ​​the Attach button on the Sales Transaction entry window, to attach any relevant documents to a sales order (save on paper, etc).

    (Our transactions are the same Type & Type ID)

    Guess what? It looks like GP is recycling master numbers every time we use the Attach button.  ?? Weird ..

    We have looked at our setups and experimented with the different 'flow from' options. At this point we've turned these options off entirely but I'm told this does not correct the issue.

    Anyone else seen this? Suggestions? Is there a setting we've missed? It sounds like a bug but I would expect to hear more folks having the issue if that was the case?

    Kind regards,
    Maria.






    ------------------------------
    Maria Frandzeskakis
    IT Manager
    MIP Inc.
    Anjou QC
    ------------------------------



  • 12.  RE: SOP - Same master number getting assigned to multiple orders

    GOLD CONTRIBUTOR
    Posted 4 days ago
    We don't use the attach feature. But we are looking to do so, for some of our custom orders. I can only assume that it's a bug. But it's also a bug that has been going on for years now. But when we start to attach documents, I will keep this post in mind.​

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



  • 13.  RE: SOP - Same master number getting assigned to multiple orders

    TOP CONTRIBUTOR
    Posted 4 days ago
      |   view attached
    Thanks @Chase Landorf,

    I'm curious to see if anyone else can confirm our experience, or replicate it.

    I've attached an example, to illustrate what seems to be happening,

    GP is re-using the master number, sometimes multiple times, until an Order is entered that does not include an attachment.

    In the attached example we have 3 different Orders assigned the same Master Number:
    SO-264234 includes an attachment .. the master number get re-used
    SO-264236 includes an attachment .. the master number get re-used
    SO-264243 does not include an attachment and the cycle ends - - the master number stops getting re-used.

    Kind regards,

    ------------------------------
    Maria Frandzeskakis
    IT Manager
    MIP Inc.
    Anjou QC
    ------------------------------



  • 14.  RE: SOP - Same master number getting assigned to multiple orders

    TOP CONTRIBUTOR
    Posted 3 days ago
    Update / Workaround:

    We've discovered that when entering a sales order, you must click Save before returning to the order to Attach a document.

    Clicking Attach before having clicked Save seems to cause re-use of the Master Number (even though you are prompted to Save when you click Attach).

    Thanks,



    ------------------------------
    Maria Frandzeskakis
    IT Manager
    MIP Inc.
    Anjou QC
    ------------------------------