Unique Business Challenges and General Discussion

[jrivers]

Hello

Last week we had a power outage.  I was in the middle of an a/p transfer entry. 

The batch is not available to work with, and when i try to start from scratch to re-enter, Mas states the invoice is paid.  When I go to that vendor, it does not show as being paid. 

I know that batch is out there, but I am unable to get to it. 

We have rebuilt the files, but  I still get the same message. 

Any ideas? 

Thank You

Joyce

[rmikolainis]

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jrivers wrote:

Hello

Last week we had a power outage.  I was in the middle of an a/p transfer entry. 

The batch is not available to work with, and when i try to start from scratch to re-enter, Mas states the invoice is paid.  When I go to that vendor, it does not show as being paid. 

I know that batch is out there, but I am unable to get to it. 

We have rebuilt the files, but  I still get the same message. 

Any ideas? 

Thank You

Joyce

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Call your reseller. This isn't something that can be fixed by clicking a button.

Basically to fix this, you'll need to either restore from backup or your reseller will go through the tables that get updated during this process and delete the records for this transaction using DFDM. Which, unless you REALLY know what you are doing, you shouldn't even try to attempt. After the records are deleted, then simply re-enter and redo your entry.

[BigLouie · Accepted solution]

Joyce, this is because in the record there is a field that indicates the invoice has been paid but really it hasn't. You just need to clear this field. Since you have a batch out there you would need to re-init the data entry files but this should only be done by a trained consultant if you are not sure. Easy fix but if you don't know what you are doing you can delete the wrong data.

If you want to try yourself here is the entry from the Knowledge Base:

The Paid Today flag is already set to Yes for one or more of the selected invoices.

• Verify that the invoice is not already being paid (including in Manual Check Entry)
  
  
• If no checks are being processed, clear the Paid Today flag for the all invoices or the specific invoice, depending on the circumstances.
  Note: If Job Cost is integrated, also see the last selection below.
• To reset all invoices, reinitialize the check data entry files.
  Note: This procedure clears all check data entry information. Use this procedure only if restarting check payment selection from the beginning is not a problem.
• Reinitialize the following files for the affected company:
• Version 4.20 and later:
• AP_CheckHeader
• AP_CheckDetail
• Version 4.10 and earlier:
• AP9 (A/P Check Data Entry Header File)
• APA (A/P Check Data Entry Line Detail File)
  
  
• To reset a specific invoice, edit the Paid Today flag in the open invoice file.
  Note: Use this method if one or a few invoices are affected, and if clearing check data entry is not practical.
1. Open Data File Display and Maintenance (DFDM), and select the following file:
• Version 4.20 and later:
• ..\Mas90\Mas_xxx\Apxxx\AP_OpenInvoice.m4t
• Version 4.10 and earlier:
• ..\Mas90\Mas_xxx\Apxxx\AP4xxx.soa (version 4.xx)
• ..\Mas90\Apxxx\AP4xxx.soa (version 3.xx)
2. Click the Key Scan button and select the affected invoice record. The key consists of the following:
• Division number (00 if no divisions are used)
• Vendor number
• Invoice number
3. Click Edit, and select the following field:
• Version 4.20 and later:
• 15 - Paid Today
• Version 4.10 and earlier:
• Field number = 1
• Starting Position = 90
• Length = 1
4. In the Change field, change the Y to N and click OK.
   Note: Y indicates that the invoice has been selected for payment.

[jrivers]

Thank you for the assistance. 

I'm not sure if "we" are going to do this, or contact our reseller.  We have a website that is constantly using MAS, so the owner is leery of "trying" a fix. 

Again, thanks for your replies. 

Joyce

[BigLouie]

This is actually pretty easy and pretty common. If your reseller comes on site have them walk you through the process so you can do it yourself the next time because there always is a next time.

[jrivers]

Well our reseller made the correction.  

I followed along with Louie's instructions. 

You were right...I could have fixed this. 

Next time this occurs,  I'm ready.   

Thank you again for all your help

Joyce