Commonly Used Tables:
- SOP10100 – Unposted/Work Transactions (header) - one record per unposted sales transaction
- SOP10200 – Unposted/Work Transactions (line detail) - one record per line item on unposted sales transactions (for kits, there will be one record per kit component)
- SOP10101 – Commissions Work and History
- SOP10102 – GL Distributions Work and History - GL distributions for posted and unposted Invoices, Returns and Fulfillment Orders
- SOP10103 – Payment Work and History - one record per payment entered on sales transaction
- SOP10104 – Process Holds Work and History
- SOP10105 – Sales Taxes Work and History
- SOP10106 – User Defined Work and History - this table will also have the transaction level comment
- SOP10107 – Tracking Numbers Work and History
- SOP10201 – Serial/Lot Work and History
- SOP10202 – Line Comment Work and History
- SOP30200 – Historical Transactions (header) - one record per posted sales transaction
- SOP30300 – Historical Transactions (line detail) - one record per line item on posted sales transactions (for kits, there will be one record per kit component)
- SOP60100 – SOP-POP Link - one record for each link to a PO line, unique link on: SOPNUMBE, SOPTYPE, LNITMSEQ
- SOP60300 – Customer Item Numbers
SOPTYPE (SOP Document Types):
1 – Quote
2 – Order
3 – Invoice
4 – Return
5 – Back Order
6 – Fulfillment Order
Distribution Types:
1 – SALES
2 – RECV
3 – CASH
4 – TAKEN
5 – AVAIL
6 – TRADE
7 – FREIGHT
8 – MISC
9 – TAXES
10 – MARK
11 – COMMEXP
12 – COMMPAY
13 – OTHER
14 – COGS
15 – INV
16 – RETURN
17 – IN USE
18 – IN SERVICE
19 – DAMAGED
20 – UNIT
21 – DEPOSITS
22 – ROUND
23 – REBATE
PYMTTYPE (Payment Type) in SOP10103:
1 – Cash Deposit
2 – Check Deposit
3 – Credit Card Deposit
4 – Cash Payment
5 – Check Payment
6 – Credit Card Payment
[Note: The PYMTTYPE values in the GP SDK are not correct, at least for the recent versions of GP - thank you to Beth Lott for bringing that to my attention. I have confirmed the values above with GP Support.]
Decimal Places (for both Quantity and Currency):
1 – 0
2 – 1
3 – 2
4 – 3
5 – 4
6 – 5
Transaction Frequency:
1 – Weekly
2 – Biweekly
3 – Semimonthly
4 – Monthly
5 – Bimonthly
6 – Quarterly
7 – Miscellaneous
PURCHSTAT (Purchasing Status):
1 – None (will always be this for Quote, Return and Invoice)
2 – Needs Purchase
3 – Purchased
4 – Partially Received
5 – Fully Received
QTYTYPE (Quantity Type):
1 – On Hand
2 – Returned
3 – In Use
4 – In Service
5 – Damaged
PROSPECT:
0 – Existing Customer
1 – Prospect
COMAPPTO (Commission Applied To):
0 – Sales
1 – Invoice Total
VOIDSTTS (Void Status):
0 – Not Voided
1 – Voided
DROPSHIP (Drop Ship):
0 – No Drop Ship
1 – Drop Ship
NONINVEN (Non-Inventory):
0 – Inventory item
1 – Non-inventory item
SOPSTATUS (SOP Status):
1 – New (Order)
2 – Ready to Print Pick Ticket (Fulfillment Order)
3 – Unconfirmed Pick (Fulfillment Order)
4 – Ready to Print Pack Slip (Fulfillment Order)
5 – Unconfirmed Pack (Fulfillment Order)
6 – Shipped (Fulfillment Order)
7 – Ready to Post (Invoice)
8 – In Process (Order)
9 – Complete (Order)
DELETE1 (Delete) in SOP10104:
0 – Not deleted
1 – Hold has been removed
PSTGSTUS (Posting Status):
0 – Not posted
2 – Posted
3 – Error
7 - checking for Duplicate Document numbers
12 - verifying accuracy of amounts between detail & header
14 – verifying total detail amounts match header amount
508 - transferring record from SOP10100 to SOP30200
600 – validating detail & header records match in history tables
Notes on reporting in SOP:
- Remember to filter out voided transactions.
- When linking SOP tables, always link on the SOPNUMBE and SOPTYPE. While it doesn’t happen too often in real life, the system will allow you to have the same SOP number for different SOP types.
- On Invoices and Returns, QUANTITY is what was billed/credited, however, if you want to see the quantity in the ‘Base’ Unit of Measure (what the Inventory module keeps the quantities in), you will need to multiply the QUANTITY by the QTYBSUOM (Quantity in Base U of M).
- Returns will show up as positive numbers – you’ll need to change the sign if you are adding all the transactions together.
–
Last Updated: May 04, 2011
Victoria,
When a user loses connection in middle of PO, I usually can go and populate the fields that are blank and user can continue with the PO, does this not apply in SOP as I can see the order in the unposted tables but when I try to access in GP, it tells me document is already posted but I can see fields that are blank in the tables. I’ve tried reconcilining to no avail, do I need to delete from tables and start from scratch?
Thanks,
Raul
Raul,
I have done this both ways, either filling in the missing information (in the tables), or deleting from the tables and starting over. I personally would opt for the deleting and starting over.
-Victoria
Hi Victoria,
I was wondering if it would be possible to find the actual receipt or PONumber from which an item was sold on the SOPNumbe level/ItemNumber Level ?? If so, which table would have that information? Thanks for your Help
Thanks.
Aaron
Hi Aaron,
It may be possible, but will depend on the specifics of how you enter data into GP. Table IV30301 has a list of ‘related’ receipts and sales of inventory which you can link to table IV30300 for more detail. If the way you enter receipts and your inventory item set up allow it, you should be able to use these tables to determine what receipts of inventory went to which sales invoices. From there you can link back to the POP10500 table to determine the PO numbers for your inventory receipts.
-Victoria
VICTORIA,
Quick question. I used your table list above to get the serial numbers of my line items. but I am not sure how to print them on the Invoice (a Crystal Report). if I tried to add the field from SOP10201 in the details section, it repeates the same lineitem entry for each serial (duh). do you know of a quick trick to pull the several serial numbers for a single line item, (seperated by commas) and print them on that line item.
Hi Raouf,
To have the line item not repeated for each serial number you would need to have the serial numbers in a separate section of the Crystal report – take a look at the sample SOP reports included with GP Reports Viewer for an example of this. The serial numbers are in the Details a section. The section will grow as needed based on however many serial numbers you have for each line and is a quick and easy way to add serial numbers to your report.
I am not sure if it is possible to put multiple serial numbers on a single line separated by commas directly in Crystal. The way we have done this in the past is to create a SQL function to loop through the serial numbers and concatenate then into one string. Then that function is used in a stored procedure that the Crystal report is based on.
-Victoria
Victoria, I created a subreport in the details section for the serial numbers, which prints the serials in a list after the description. That worked fine for two days, till we came across an invoice with Qty 36, which took three pages to print in a list of serials of that line item.
As a SQL newbie, I dont know how to do a SQL function then used it in a stored procedure. Do you have an example?
Thanks
Raouf
Victoria,
Thanks to your original suggestion, I researched online, and found this link to exactly do what I need.
http://stackoverflow.com/questions/7154873/concatenate-a-single-database-fields-multiple-values
Thanks
Raouf
Hi Raouf,
Excellent – glad you were able to find a solution.
-Victoria
Hi Raouf,
That’s a bit past the level of code that I typically post on my blog, as it can get very complicated, very quickly.
This kind of coding is something that my company can provide as a consulting project if you are interested.
-Victoria
Victoria,
I’ve been using your site for several years now, and appreciate the quality and quantity of information you provide. Thank you for providing such a valuable resource.
I’ve encountered an issue where I have 126 blank invoices showing up in the SOP10100 table dated for 1/1/1900. If I try to edit these, I get the message that they are already posted. I can write a query to simply delete these records from SOP10100, but was slightly concerned about side effects. Do you have any suggestions on a different way to handle these?
Thanks,
Chris
Hi Chris,
I suspect these are ‘orphaned’ records….so they probably should be deleted, but a much safer way of cleaning this kind of stuff up would be to run Check Links on the Sales series.
-Victoria
Good morning Victoria,
We are still fairly new to GP and are on GP2010. We do a lot of business with .coms and recently ran a Groupon for our products. When we do this, we ship from our warehouses to the consumer but we invoice the retailer. We have to enter the orders separately to generate packing slips for the warehouse but then we end up creating an invoice for every sales order. For Groupon, this means a thousand invoices to a customer we made up. We have to invoice obviously to update inventory but these invoices never go out to either the consumer or to Groupon who pay us automatically. Is there a way to group a whole bunch of sales orders to the same customer id on one invoice? We would like to be able to do all for a day or even a week at a time.
Thank you very much!
Scot
Hi Scot,
From what you’re describing a couple of thoughts come to mind:
-Victoria
Victoria,
We have been dealing with an odd situation at our company for years. It is impossible to duplicate using any set of criteria that I can come up with but still the issue occurrs several times a week. We have several people entering sales orders all day long. Every once in a while, the line items (SOP10200) from one order will end up associated with the order (SOP10100) that was entered by a different user. Have you ever seen this and if so, is there something I can do to stop this from happening?
Thanks,
Lonnie Nelson
HI Lonnie,
Sounds like you have tried to duplicate this and are not able to, so this may be a really tough one to troubleshoot.
I have not seen this happen with out-of-the-box GP under optimal conditions. However, I have seen similar strangeness happen once in a while in environments that were heavily customized and/or were experiencing connectivity issues on the network or resource issues on the server. I know this is a very general statement, but it is really impossible to get into specifics without a lot more details. If you said that this happens once a year with high transaction volume, I would maybe write if off as some crazy glitch. But if it is happening several times a week, then there is definitely something that is routinely causing this.
Is the issue actually seen if you look at the tables in SQL? In other words, do the line items actually make their way onto the incorrect transaction? Or is it simply a display issue where the data the users are seeing on the screen is not the same as what is in the tables?
Do you have any modifications, customizations or 3rd party products installed? Is the data being entered manually on the Sales Transaction Entry window? What version of GP, by the way?
-Victoria
Victoria,
Thank you for your prompt response. We are currently on Dynamics GP 10.0 SP5 but have had this same issue since at least version 8.0. As for are we heavily customized, unfortunatley the answer is yes. I am new here at the company as their GP developer and I am currently reviewing the code for anywhere the SOP10100 and or the SOP10200 tables are modified or updated by the code. Before I got too deep I though I would check and see if this was a known issue that had a fix or process in place to stop it from happening.
Thanks again,
Lonnie
Hi Lonnie,
Definitely not a known issue and unfortunately in a heavily customized environment that is most likely the culprit. It may also not be something in the code that modifies the SOP10100 or SOP10200 tables directly, you may be looking at too limited of a scope.
-Victoria
Victoria – I have a customer who had a few sales orders which have no customer id associated with them. they had some terminal server connection issues last summer which may be the culprit. However, these orders have put an allocation on some inventory items. I have updated some of the tables to correct the inventory Allocations, but the Order header info still shows when you pull up the Sales Document inquiry. Just the header, no details. What table holds the info when you open the Sales Document inquiry screen?
Brian,
Typically orders with no customer ID are orphaned records that just need to get cleared out…. Are these orders in SOP10100 or SOP30200? Have you run Check Links on the Sales Series to see if that clear these up?
-Victoria
Hi Victoria,
In a sales transaction entry window a salesperson can see invoices of other salesperson when they perform look up of invoices. Is there a way to block the other salesperson invoices?
Thanks,
Waseem.
Waseem,
Not without a customization. This is really not how GP is meant to behave, so I suspect it would be quite a challenge to accomplish.
-Victoria
Victoria, As a new user to GP your sight was a wonderful roadmap!
I have been trying to create a query for the last inventory transaction date. this date needs to include shipments to customers, receipts, returns, issues to manufactruing, scrap, etc…..Could you please help me figure out what tables I need to link?
Many thanks,
Candice
Hi Candice,
Thank you for your kind words. I do not work with manufacturing tables much, so I am not familiar with them, however, I suspect that you may be able to get everything you need from one of the inventory tables – I would start with IV30300. You should be able to pretty quickly determine if that does not include manufacturing data, if so you may need to add that in separately. Hope this helps.
-Victoria
Hi Victoria,
Thanks again for explaining. Yes, it is 1 Agent = 1 ea. We are planning to do it in our test system first and if everything goes file we will do it in the production sysetm.
Hi Victoria, thank you so much. As there are almost more than 300 such orders so the option of fixing the orders either deleting and reentering the order or the effected line item will be comparitively a time consuming task so we try with the option of changing the values in SOP10200, checklinks and reconcile. Just for my understanding, will it require some extra steps if the quantity is other than 1. Or the only requirement is to have the same quantity
Zafar,
The qty comment was simply to make sure that you’re not actually changing what the UofM ‘base’ is. So that 1 Agent = 1 ea. If you had 1 Agent = 10 ea or something like that, there are a lot of other fields that would need to be looked at and possibly updated in the SOP10200 table.
-Victoria
Good Morning Victoria,
We have recently changed the U of M for some items from ‘Agent’ to ‘ea’. Now when we are trying to transfer the old open orders to invoice through an automated process we are getting error message as ‘U of M does not exist for the Unit of Measure Schedule being used’. When we checked SOP10200 we found that all the old orders which are causing the issue have UOFM as agent whereas the new orders have UOFM as ‘ea’. Can we change UOFM from ‘Agent’ to ‘ea’ for all the old open order directly in SOP10200 to resolve the issue without corrupting the database? Kindly advise.
Zafar,
I have not tried this myself, but at this point, I don’t see that you really have any choice but to try changing this in the SOP10200 table. The only other alternative would be deleting/voiding the existing orders and re-entering them, so I would definitely try fixing them first. After making the changes in SOP10200 I would recommend running check links and reconcile (GP | Tools | Utilities | Sales | Reconcile – Remove Sales Documents) on the orders to make sure that everything is still ok with them. Btw, all of this is assuming that qty 1 ‘Agent’ = qty 1 ‘ea’.
-Victoria
Thanks for the quick reply. We have a 3rd party add-on (Grain Acctg) that when printing invoices doesn’t include that option. So we don’t print Invoices throught the GP side. Data does go to SOP tables but we don’t process on the GP side.
So I was trying to add the table via Report Writer. The invoice for our third party uses the same SOP tables plus some of their own (I didn’t list them). Any way sounds like I need to request an enhancement.
Thanks
Dedra
Or….use something other than Report Writer for creating/printing your invoices.
-Victoria
SOP60300 – trying to add to SOP Invoice as many customer are going to EDI and require their Item number be listed. Tables available in Invoice are SOP50200, SOP10100, RM00102, SOP10106, SOP10200, IV00101, SOP10202, SOP10201. Having trouble figuring which table is best to link it to. Any suggstions would be appreciated.
Thanks
Dedra
Dedra,
Are you asking about doing this in Report Writer? If so, the Customer Numbers are already built into it – you just need to select Print Customer Item on the Sales Documents Print Options window when printing invoices.
If I misunderstood your question, can you please give more specifics on what you’re trying to do and where?
-Victoria
hi Victoria,
is there a sql script that i can view the “freight account distributions” where soptype = 2?
i just need to know the table and field name. SOP10102 will show all distributions but only when transfer to invoice.
Hope to here back from you asap.
thanks,
Aaron Nguyen
Hi Aaron,
There is no table that stores this information, because GL distributions do not get created for Orders. An Order does give you the ability to change what accounts numbers will be used when the Invoice gets created for some things (like sales and cost of goods), however the freight account is not one of these and cannot actually be changed on an Order. At this stage, the only account GP knows about for freight is what is set up for the company posting accounts (GP | Tools | Setup | Posting | Posting Accounts | select Sales under Series), so there will be one account possible per company for this.
-Victoria
Hello again Victoria,
In that case, how can GP smart enough to pick which freight account based on “ship to tax schedule ID” or on one of the user defined field, sop10106.usrdef03? We have several company IDs setup in GP and orders imported to GP based on that two fields. We are using eConnect to post orders and right now, all companies are using the same default freight distribution account.
Please let me know your thoughts and/or solutions.
thanks,
Aaron
Aaron,
I don’t believe that GP can do this out of the box. Are you saying that’s what is happening right now, or that’s what you would like to happen? If the former, then possibly you have a customization or 3rd party product doing this. If the latter, then you would most likely need a customization or 3rd party product to accomplish this.
-Victoria
Victoria,
Yes, it’s the latter. How does GP know which freight account to use when order transfer to invoice (i have 3 different freight account set up in GP). Do you think there is a setup in GP that i can alter that?
thanks,
Aaron.
Aaron,
I am not aware of any way that out-of-the-box GP can change the account used for the GL distribution of the Freight field at the bottom of the SOP transaction based on something else. You could possibly a line item instead of the Freight field for this, but whether that is viable depends on many other things. I would recommend discussing this in detail with your GP Partner so they can make sure they understand everything you’re doing and what you are trying to achieve and can help you come up with the best solution.
-Victoria
Thank you so much Victoria, I have just posted the question on GP Community Forum.
Hi Victoria,
Thanks for the reply. Any suggestion how to resolve this issue? Originally we were getting a vba related error while trying to open the sales transaction entry. Upon some research we found that it was due to office 2010 and re-installing the VBA 6.4 core components from the following link had been shown to resolve the issue.· https://mbs2.microsoft.com/fileexchange/downloadfile.aspx?fileid=2208ac6f-d575-4f34-8b19-40340fe3d20c”
We downloaded and ran the files and were able to resolve the issue of opening the Sales Transaction Entry, however this new issue of Transfer is sttill unresolved.
Sorry Zafar,
This is not something I have experience with. I would recommend posting your question on the GP Community Forum to see if others have some advice for you on this.
-Victoria
Hi Victoria, We are getting error message with the title as ‘Microsoft Visual Basic’ and body as “run time error ’70′: permission denied, when clicking Transfer for transferring individual order to invoice.It is happening just after upgrading our operating system from Windows XP to Windows 7 and Office XP to Office 2010. Please note that we are not getting the error when tranferring the batch. Please also note that we are able to transfer the order to invoice without any issues on computers who are still running Windows XP and Office XP or 2003.
Hi Zafar,
Sounds like you may have some VBA customizations and are running into Windows permissions issues because of them.
-Victoria
Hi Victoria,
I’ve frequented your site for some time now and find it so helpful! I now have a question of my own – I have hundreds of lines on hundreds of open Sales Orders that need qtys changed from “Qty to Backorder” over to “Qty to Cancel”. Would love to use IM to accomplish this, but as you know, IM only allows Insert and not Update on the Sales Transaction destination. Is there any easy way around this? I considered a before integration or before document script, but don’t know where to begin. Thanks in advance!
Hi Brynn,
I am not aware of an easy way to do this. Since you can’t do it with IM, I probably would not bother with before/after scripts and try to do this directly in SQL. It is possible you can accomplish this with updating the SOP10100 and SOP10200 tables and then running Reconcile on SOP transactions, however I have not done this myself, so I would recommend a lot of testing if you do decide to try something like this.
-Victoria
When entering Orders, we enter the Quantity and the Extended Price on the line item. GP automatically calculates the Unit Price. This works fine until you transfer the Order to an Invoice. During the transfer, GP recalculates the Extended Price using the Quantity and Unit Price. We use two decimal places for the Unit Price. So I assume GP is only writing a two decimal value to the Work table rather than five. Any ideas to get around this other than starting with an Invoice? Thank you
This is something that you should have an in-depth discussion with your GP Partner about so that they can assess all the various ways you are buying and selling your items. Typically, rounding differences are going to cause issues in GP – partly what you’re describing, but also other possible issues that might not be so readily seen. So it is better to be able to enter the unit cost and have GP correctly calculate the extended cost, not the other way around. 2 ways that come to mind for possibly addressing this are:
-Victoria
here is the link to download automated solutions for GP 10.0 on customer source. Links are also available for other version of GP
https://mbs.microsoft.com/Cms/Templates/document/General.aspx?NRMODE=Published&NRNODEGUID={16CA414A-7E31-4996-BF47-780C0C954166}&NRORIGINALURL=/customersource/support/selfsupport/automatedsolutions/automatedsolutionsR10.htm&NRCACHEHINT=Guest&wa=wsignin1.0
Thanks Zafar!
-Victoria
Hi Todd/Victotia,
We usually resolve these types of issues by running an automated solution UpdatePostedSOPDoc.exe ,
avail for free download.
when you run this application after entering GP login info you will be able to fix the invoice by selecting it from a dropdown list.
Victoria,
we had a user entering an SOP invoice. We had a power outage. The invoice is there, although not all information had been entered. It is in the work tables but when they try to enter anything it says that the invoice has been posted. When looking at the SOP tables there is no posting date. I can run check links but they are in a hurry and sales work needs to have no one working in the tables to run check links. Is there someplace I can look to use SQL to fix this quickly?
Thanks in advance
Todd
Todd, this is probably not something you can find a generic quick fix for, because there are various solutions possible depending on the exact state of the data. Check links is a good idea, but may not fix this either. I would recommend that you work with your partner or GP Support to help you fix this if Check Links does not resolve it.
-Victoria
Victoria, worked like a champ! I identified a batch user had with no transactions, deleted the batch and error disappeared. I knew you would have a solution. I use your site on a daily basis, great wealth of useful information. Thanks once again for your help, much appreciated!
Victoria,
I have a user with a SOP Batch that he is trying to edit before posting but gets message “Your previous transaction level posting session has not finished processing…..”.
I have cleaned up the SY00800 table, DEX_LOCK, DEX_SESSION, ran Check Links, restarted user workstation, restarted SQL server and term server GP resides on but as soon as user attempts to get back into batch, same error appears. Any suggestions on how to fix this or if you have come across this situation before.
Thanks
Raul, most likely there is a stuck batch in the SY00500 table with the user’s GP login ID as the batch ID and no transactions – if that is the case, that needs to be deleted to resolve this. As with any changes directly in SQL – this is at your own risk. Make backups and test before doing anything you’re not sure of. Here is a link to a discussion about this issue that you might find interesting: http://community.dynamics.com/product/gp/f/32/p/52234/98582.aspx#98582.
-Victoria
Hi Victoria,
Such great info, thanks so much for posting!
I’ve been looking around for an answer to this, and I guess I’m posting here to see if you or your following community might have a solution:
I’ve added a trigger to SOP10200 to automatically add comment lines to sales line items. It works great, except when I convert to invoice from sales order, the line items disappear. The total price is still there, but the line items display 0 cost, with no item number.
Any Ideas?
Hi Steve,
Are you using SQL triggers? If so, I wonder if you are running into something similar to what Steve describes here: http://dynamicsgpland.blogspot.com/2009/10/using-and-debugging-sql-triggers-with.html. And/or what Patrick is describing here: http://blogs.msdn.com/b/developingfordynamicsgp/archive/2010/06/11/sql-db-insert-trigger-breaks-dexterity-active-locking.aspx.
-Victoria
Yes, SQL Triggers. I’m going to give the method in the first article a try. I’ll report back with results! Thanks so much!
Hi Victoria,
Thank you so much.
Hi Victoria,
Thanks again. We have no issues with invoices because we realized and fixed the freight errors before posting the invoices, however, we could not catch it before transferring the orders to invoices and as a result the freight and all other relevant data went wrong for the orders (sop type =2) in historical table. From accounting point of view we are fine, however , we want to keep the data correct for the orders as some of our customer order status reports depend on historical data for sales orders
Hi Zafar,
For orders only (SOPTYPE = 2), this should be fine.
-Victoria
Hi Victoria,
Thanks for your prompt response. Kindly advsie which GP user interface should be used to edit the freights for historical orders (SOP300200).
Zafar,
Sorry, I did not realize that this was historical. There is no way to do this and I would, again, not recommend changing it directly in SQL without a lot of testing, not only in the directly related SOP tables, but also in the GL, RM and any other modules or 3rd party products that may be integrating with SOP. To do this in the user interface, you could either return the original invoice and re-enter it, or enter a separate invoice for the freight.
-Victoria
Hi Victoria,
Is it safe to manually change the FRTAMNT and all other correponding data such as FRTTXAMT, DOCAMNT,……………… for some sales orders in SOP30200. We relaized the error in freights after transferring the orders to invoices and have already corrected the freight amount in invoices before posting.
Hi Zafar,
I would not recommend making this kind of change directly in SQL without a HUGE amount of testing. Unless you have thousands of records that needed this, I would probably do this manually in the GP user interface, or maybe even with a macro. Just my 2 cents.
-Victoria
Victoria,
I am trying to write a report that has line item with cancel dates. Looking at SOP10100, SOP10200, SOP30200 and SOP30300, I cannot see a specific date call out for cancels. The only date fields I can find (per line) are CONTSTARTDTE, CONTENDDTE, ReqShipDate, FUFILDAT, ACTLSHIP and I know that the last 3 are not the dates I am looking for. Any help? Is there another table I can join to get that date?
Andrew,
I am doing this from memory, but I don’t believe that GP tracks cancel dates for line items, so I am not sure you would be able to report on this without first creating something to track the cancel dates.
-Victoria
Hi Victoria
I got a big big problem, the users have posted 46 thousand SOP transactions with a wrong tax schedule id (TAXSCHID), what would you do to fix that? make returns to void those sop transactions would not be something fast, in this company post 1 thousand sop transactions takes about a couple hours, and there is no time to post all 46 thousand, would you make updates (via sql) to amount fields in GL, IV, RM and SOP tables (I have identified all tables that involved those SOP Trx) ?
What would you recommend me to do please
Thanks a lot
FAC,
The fix would depend on what specifically you need as far as reporting, etc, in the future. It may also depend on whether or not you charged the incorrect tax, as you would then need to potentially refund or charge additional tax to your customers. I would recommend discussing this in some detail with your accountants and/or your GP partner and getting advice specific to your situation. The reason for this is that you may face some penalties for incorrect tax reporting and it may be important to get this done right as opposed to quick. It may turn out that the only true fix is to enter returns and re-enter the transactions correctly or you may be able to enter GL tax corrections only. I would generally not recommend making these changes directly in SQL as that may make matters even worse, but again, in your specific situation this may be OK.
-Victoria
Hi Victoria,
Is there a smartList which can give all the information available through Customer Yearly Summary Inquiry Window?
Hi Victoria,
It seems we can get all the info from Customer Collection Management Aging Notes. Kindly advise/confirm.
Hi Victoria,
I tried to create the smartList however it is not giving correct data. For instance, it is showing 0 for all Last year values. In addition, it is showing same numbers for year to date values and the corresponding Life to date values. Also Can you please advise which GP table/s can have these information.
Hi Zafar,
Consider that on the Customer Yearly Summary Inquiry window you can enter a year (and optionally a range of periods) and calculate the totals. If you want to show totals for any given year in your SmartList, you will need to calculate that yourself, no GP table will store that. You can also show fiscal or calendar years (in case they are different in your GP company). I have created similar reports/SmartLists in the past – the tables I used were RM00101, RM00103 and RM00104.
-Victoria
Hi Victoria,
Thank you so much for all your help.
Zafar, I would be really surprised if this was the case. What you’re looking for will be in RM tables.
-Victoria
Zafar,
There is no out-of-the-box SmartList that can do this.
-Victoria
Hi Victoria
I am searching for the table in which the column “SOP HDR Errors 2″ exists. This column could be found in smartlist for GP ver 9.0 under Sales Line Items.
You help is appreciated.
Regards
- Jubith
Hi Jubith,
I believe that is SOPHDRE2 in SOP30200. Unfortunately, I do not think you’ll be able to use the field as is in SQL because it is a multi-select box. This KB may help: https://mbs2.microsoft.com/Knowledgebase/kbdisplay.aspx?wtntzsmnwukntmmyvtquuxnnzoukypppommrynxkttznxnzk.
-Victoria
Victoria,
Thanks so much for your awesome field references. I searched all over for the SOPSTATUS field values and this is the only source I’ve found. They’re not in the Resource Descriptions for the SOP10100 or SOP30200. You rock!
Constance
Hi Victora
We have an order that is in our sop30 series tables that no invoice got created for. We have apayment we cannot post. Any ideas on how we might create an invoice?
Thanks
Vic
Vic,
I have seen this happen when the order is transferred to an invoice, but the invoice gets deleted or voided for some reason. If you are positive the invoice is nowhere to be found, you can just manually enter one. Keep an eye on inventory quantity issues that may be caused by this.
Also, you can enter and post a payment (Cash Receipt) for a customer whether you have an invoice to apply it to or not – there is no rule (at least in GP) that requires the invoice to be entered first. So you can enter the payment today, deposit it to the bank, then enter the invoice tomorrow, then apply the payment to the invoice as a separate step.
-Victoria
Victoria
thanks again for the quick and easy solution!!!
Vic
Hi Victoria
How would you go about filtering out voided Invoices after they are posted. The void status in the sop still shows as a 0 when a that invoice gets voided.
Thanks
Vic
Hi Vic,
I guess that means that you are entering and posting invoices in SOP, but voiding them in Receivables? And clicking through the message that warns that the invoice did not originate in Receivables?
If so, that is not typically recommended and what you’re running into is just one consequence of this. If you are doing this with full knowledge of the implications, then the only way I can think of to filter these out of reports is to link to the invoices in the RM tables (RM20101 and RM30101) and to check their status.
-Victoria
Victoria
Our Var was not very together so we had to figure out how to void a posted invoice and this is the only way we could find. Can you point us in the right direction on how to void a posted invoice that was created in SOP
thanks as always
Vic
Vic,
There is no way to void a posted invoice in SOP. If you are not tracking inventory quantities/sales, etc., then it is typically ok to void SOP invoices in RM. (Except you run into reporting issues like you’re seeing and you need to work around them.) However, if you are actually tracking inventory, then the best way to ‘void’ an invoice is to create a return transaction that mirrors it and apply that return to the invoice. This correctly puts inventory back and adjusts the customer’s account. You do need to apply the return to the invoice as a separate step after posting the return. Here is a blog post by Christina Phillips about this: http://dynamicsgpland.blogspot.com/2009/11/dance-with-one-who-brung-ya-correcting.html.
-Victoria
Hi I am looking to store some info in the sop10200 and am looking for extra fields. In the SDK documentation it says that sop10200.ItemCode is used to store the UPC code but on another site I see a post saying that is for future use. Any idea if it’s extra or by setting it I won’t cause the world to fall apart?
Thanks
Aryeh
Aryeh,
There are a few fields like this throughout GP. I do not think the world will fall apart if you start using them, but you might run into trouble if Microsoft decides to start using that field in a future release/service pack. What kind of trouble is hard to say and it may be years, if ever, before this is an issue. So you are probably ok to use it for now, but you need to check future updates and upgrades before installing them to make sure that they will not cause an issue with this.
-Victoria
Hi Victoria
We closed late and I ran the fix for that from Microsoft. Now I am being told some of my reports do not tie out to the GL. Do you have a view that can compare the data in RM00104 and the data in the SOP30 series tables by period by customer.
Thanks
Vic
Hi Vic,
There are many reasons why the RM00104 table would not show the same totals as the GL (and SOP):
So…it is entirely plausible and not necessarily wrong that the RM00104 data would not match the GL. And I didn’t even mention any adjustments done outside of the RM module.
-Victoria
Victoria
THANK YOU!!!!! I have been trying explain to my CFO the fact that sales and GL are not going to tie since last JULY!!! Every month he calls me into his office and says MY numbers are off and asks why they don’t “tie” to the GL and EVERY MONTH I explain EXACTLY what you said. Maybe now he will stop asking.(If I print your reply and staple it to his forehead would that be wrong????)
Thanks again so much
Vic
Now that’s funny!
) Thanks for the early morning laugh.
Victoria,
I want to know the last invoice date for different customers who are taking particular item . Please give guidance for writing query
Arun,
This should help: http://victoriayudin.com/2011/03/29/sql-view-for-last-sale-by-customer-and-item/.
-Victoria
Hi Victoria,
I am having problem when using Integration Manager to upload the sales transaction from txt file which also contains ship-to-address but it gives me error “Address ID does not exist”.
Is there any way to force IM create new record if it does not exist?
Regards,
Lukman
Lukman,
Not that I am aware of. You need to create the new address (or customer) first, then import a transaction using that address or customer.
-Victoria
Hi Victoria,
I have a problem when I’m posting a SOP batch it will give error in edit list.
” **one or more line items contain warning or errors.
Is it will be resolved with reconciliation or not?
or any other solution.
thanks in advance.
jamil shah afridi
Jamil,
Hard to say if Reconcile will fix the error until we know what the error actually is. Read through the edit list – typically there will be an error message right above the line with the issue.
-Victoria
hi Victoria,
do you happen to know if there was a manufacturing transaction flow type of document aside from the SDK document for GP2010 or GP10? Thank you.
Sorry Jeff, I don’t. I would recommend posting this on the Dynamics Community forum to see if anyone there can help.
-Victoria
Victoria,
Have a user who lost connection to GP in the middle of an invoice without all fields being populated. After restablishing connectivity try pull invoice up and message said it is already posted. Looked in the SOP10100 table, both PSTGSTUS and SOPSTATUS = 0, also tried reconciling item as well as check link but with no luck in resolving. Also looked in SOP30200 & SOP30300 but it’s not in either of these tables. Any help would be greatly appreciated.
Regards,
Raul
Hi Raul,
If you are positive that the invoice is not in the SOP30200 and SOP30300 tables, the easiest thing to do may be to delete the invoice from the SOP10100 and SOP10200 tables and then run check links. This will clear out the invoice from all other related tables and the user can re-enter it from scratch.
-Victoria
Victoria,
Thanks, worked like a charm! Once I deleted, ran check links then user was able to start from scratch, worked perfectly. Great site you have here, helpful in so many ways. Keep up the great work!
Regards,
Raul
Hi Victoria,
I am trying to created a report of all the outstanding payments on SOP invoices?
I have been looking at the sop30200([DEPRECVD]=0) and sop10103 to find the invoices which don’t have a payment.
Is this the right way to get it? is there a simpler way to get this information based on the RM tables?
Could you point me in the right direction?
Thanks for your help.
Aaron
Hi Aaron,
SOP tables only store payment information if it was entered before the transaction was posted. I would definitely look at RM tables for this instead.
You could start with my Unapplied Transactions view and link to SOP transactions as needed.
Hope that helps.
-Victoria
Hi Victoria,
Thank you very much for your help!!!!
Aaron.
Hi Victoria,
I was wondering if you had a similar view for the POP side as well? Thanks for all your help.
Aaron
Hi Aaron,
Are you looking for all unapplied Payables transactions? If so, that would just be everything in table PM20000. Please let me know if I am misunderstanding your question.
-Victoria
Victoria –
I’m hoping you can help answer a question regarding SOP and MO linking.
In GP 9.0, there is a link between the SOP Number to Manufacturing Order to Picklist using SOP10200 -> IS010001 -> PK010033. However, when a manufacturing order is closed and the Sales Order posted, the reference in IS010001 is removed, breaking the link between the SOP document and the Picklist.
This is preventing us from referencing exactly what components were consumed when researching historical documents (there is no link between SOP30300 -> IS010001). Are you aware of any method of either preserving that link, or pulling the configured Picklist through another method?
Sorry Jordan,
I do not work with Manufacturing, so I can’t help with this one. I would recommend posting your question on the GP Community Forum to see if you can get some folks that know those tables to help you.
-Victoria
Victoria,
Let me start by thanking you for providing an excellent resource for GP information.
I’m running GP V9.0 and I found a disturbing problem today. We’ve written COGS reports based on invoice line items UNIT COST found in SOP30300. However, we found that the original order in the same table doesn’t always have the same unit cost as the invoice. Can you explain what could cause the difference?
Hi Fred,
If I am understanding your question, you have costs on an invoice that are different from the price you paid on the receipt of inventory? If that is the case, here is one scenario where that might happen using FIFO inventory valuation:
Not sure if this is exactly what you’re seeing, but hope that helps explain how such a discrepancy might happen.
-Victoria
Victoria,
Thank you very much for your help.
Regards,
Fred
Victoria -
I’m hoping you can help me resolve an issue. I have a client who has a document in the SOP10100 table with a PSTGSTUS of 14 and an SOPSTATUS of 0. When they attempt to pull the document up in Sales Transaction Entry a message displays saying the document number already exists. It was at one time associated with a batch ID, but is now longer. I could use some guidance in resolving this.
What would happen if I changed the PSTGSTUS? I ran Check LInks but it didn’t fix the issue.
Any help would be appreciated.
Thanks,
Sean
Sean,
When I see the message that the document number already exists, most of the time tat means the transaction is already posted and just didn’t get cleared out of the unposted tables. My fist step would be to check the SOP30200 and SOP30300 tables to see if it is there and if all the fields are correct. If so, you can delete the doc out of SOP10100 and SOP10200 and run check links.
-Victoria
Victoria -
Many thanks! The solution was perfect and I’m embarrassed to admit something I should have known to look for.
Thanks for the help!
Sean
We recently had an order with a Check Deposit transfer to invoice and drop the check deposit from the invoice. The deposit is still listed in sop10103 for the order but there is no entry for the invoice in sop10103. The problem arises that we want to void the invoice and are unable to as ‘You cannot void a document that contains posted deposits.’” How should we go about voiding this order, and making sure the check does not end up being reflected in our GL.
Hi Josh,
This is actually one of the reasons that some companies do not like to enter deposits on orders. At this point, you may need to post the invoice and enter a return for it. If the deposit hits the customer account and/or GL, you will need to void or reverse it. Let me know if you need more help on this, and if so, what GP version you’re on. I would need to test out this exact scenario to see what happens to the payment and how to best clear it out.
-Victoria
Hi victoria
I need to delete 26 sales orders that where imported by mistake. Can i just delete the entries for those sales orders in sop10100 and sop10200?
thanks
Hi Vic,
Since there will be entries in more tables than that, you will need to run check links if you delete from the SOP10100 and SOP10200 tables to clear up all the related records in other tables. For 26 entries, it might actually be a lot faster to delete them one at a time manually…or move them into the same batch and delete the entire batch.
-Victoria
Hi Victoria
My VP of sales has changed his mind once again and decided he wants to change how the territorys and salesperson are assigned and of course he wants the history in the system changed. Besides SOP10100 and SOP30200 and RM00101 RM00301 and What ever table hold the manager for the territory(Not sure which one that is) is there any other place in the database that will need to be updated with the new territories/salesperson/manager
Thanks
Vic
Vic,
Why not use the Professional Services Tools Library for this? The Territory Modifier is free (at least that’s how it’s listed in the GP 2010 PSTL brochure) and I think the $750 for the Salesperson Modifier is well worth not having to do this directly in the tables. Especially if this is going to be something that may need to be changed multiple times.
-Victoria
Again Victoria to the rescue!!!! You should wear a cape!!!! I didn’t even know this existed.
thanks again!
Hi Victoria
You probably already have this view but as an IT guy accounting confuses me
I need to see what sales invoices we have applied payments on and the date we applied that payment. Which one of your outstanding views gives me that info??
thanks
Vic
Hi Vic,
If you are looking for payments applied to posted invoices, then most likely you’re looking for the AR Apply Detail: http://victoriayudin.com/2010/02/15/sql-view-with-ar-apply-detail/.
If you are looking for payments applied to unposted invoices, then I do not have a view published for this, but they would be in the SOP10103 table.
Hope that helps.
-Victoria
Another question are there any tools or methods of bringing in item history sales data from another system?
Vic,
There are various tools and methods of bringing in historical sales into GP, but nothing that I would recommend without finding out the ‘whole story’ because there are so many possibilities.
There may be many different things to consider, including:
- type/format of data you have
- volume
- what GP modules you are using
- how the historical data will be used – lookups/reporting
- if reporting, what reporting will be needed
- numbering (are items/customers numbered the same way in GP and the other system)
Do you have someone at your GP Partner company that you can discuss this with? That would be my first step.
-Victoria
Victoria,
Could you help me with an SRS issue with SOP? First of all, when our end users enter anything incorrectly in SOP (date, amount, customer, etc.) they do a return. We have to provide sales reports to the actual clients and do not want them to see the ins and outs of the returns.
So how would I do that in SRS? I am running my report off of a Stored Proc, but not sure if it would be done in the Proc or within the report itself. I feel like I should do something with the Apply table and then conditionally suppress it within the report, but cannot get a grip on what I should do!
Thanks Victoria!!
Kat,
My first question would be, what logic can you use to determine whether a return was applied as a ‘fix’ or for another reason? Are there legitimate returns that DO need to be shown on the sales report? How do the users differentiate between them?
Second, is your report by line item? If so, this will most likely not be possible, or at least you will have to come up with workarounds for a lot of situations, as GP does not do a line by line apply process. So if you have 20 items on an invoice and a return with 1 item applied to it, there is no way to link (in GP) what Invoice line item the Return goes with.
These are not necessarily answers to your question so much as a way to illustrate that you may need to sit down and write a more detailed spec for the report before even asking questions like whether to use a stored procedure or something else. That’s actually a no brainer, I would get all my data in SQL first, then use that in SRS, so stored proc is probably best.
-Victoria
Okay, thanks so much!
Hi Victoria – Do you happen to know anything about the FLAGS & TIMESPRT column in the SOP30200 table?
Thanks!
Lauren
Hi Lauren,
The FLAGS are explained in the SDK…it’s a bit involved. The TIMESPRT is simply the number of times the transaction has been printed.
-Victoria
First of all — great site. You provide a lot of very valuable information. I do have one question though: for SOPSTATUS, are 3 and 5 supposed to both say “Unconfirmed Pick” or is this a typo?
Dominick,
Thank you for the kind words! And thank you very much for catching this – it is a typo and should have been “Unconfirmed Pick” for SOPSTATUS of 3 and “Unconfirmed Pack” for SOPSTATUS of 5. I have fixed this.
-Victoria
Hi Victoria
we posted quite a few invoices to 8/11/2010 when they should have been posted to 9/1/2010. Is there a way to change those dates via sql?
thanks
Vic
Vic,
I do not recommend changing this in SQL. I can go into a long rant on why, but let’s just leave it at saying that I would not even do this myself 99.5% of the time.
If it’s only the General Ledger transaction dates that are an issue, you could enter a summary adjustment directly in the General Ledger to update the numbers.
If you have reporting that is tied to the SOP dates, you would want to enter returns for all the invoices on 8/11 and re-invoice them on 9/1. You can use the Copy feature to save some time on this.
-Victoria
Hello Victoria,
We are using Dynamics GP Professional version 9.00.0281 and SQL Server Management Studio version 9.00.3042.00.
Friday I was in the process of applying payments to the invoices when our power shut off with a bang. The UPS failed to protect our computers and server.
I was in the Cash receipts entry window and I had checked off all the invoices but one in the batch when this happened.
Now when I go into Transaction/ cash receipts entry window, I select the batch I was working on and click apply. In the apply sales document window I try to click the one last invoice and I receive the message, “document is fully applied”.
I go to that invoice and click on documents I receive the message, “Document does not exist” and the cash receiving zoom shows everything is blank except the payment number and the dates fields show, “0/0/0000”. I am unable to process the payment. The payments on the other invoices I did check off before we lost power was able to post.
Can you tell me what I should do to free up the invoice so I can apply the payment?
Thank you in advance!!
Cindy
Hi Cindy,
First things I would do is run check links (first) and reconcile (second) on the sales series. Have you done that already? If not, that’s what I would start with. If check links comes back with messages/errors, run it again until it comes back with no errors.
-Victoria
Victoria,
First off, I’d like to say thank you and I appreciate this and other sites that offer this type of useful information.
I am new to your site and don’t possess the technical acumen that many of your readers have, so please excuse my lack of knowledge on this subject. With that said, I have a situation that occured today that I have been asked to correct.
I’m not sure if you need this, but just in case, we are using GP 9.00.0281. An open sales order was being transferred to an invoice and the user received an error. She proceeded to cancel the error message. Unfortunately I can’t tell you what the error message was because she can’t tell me. What I can tell you is that the result is that the sales order is now complete but there is no associated invoice. I found the sales order in SOP30200, but I’m not exactly sure what to do to open it back up so we can transfer it to an invoice appropriately.
Any suggestions would be greatly appreciated. Happy month-end!
Stephanie
Hi Stephanie,
Thanks for the kind words.
First I would recommend double checking that the invoice is not sitting somewhere stuck. Probably the easiest way to do that would be to look in SmartList under Sales Transactions – look either for the same Master Number as the Order, or for a transaction with the Original Number = your Order Number. (If you prefer, you can look in the SOP10100 table in SQL instead.)
If you are certain that the invoice is not there, then probably the easiest thing to do is to enter it manually. You can use the Copy feature to copy all the line items from the order to a new invoice. You don’t get any automatic links to the original order this way…and if that’s important you could possibly add them directly in the database, but in most cases, this is not too important for just one invoice.
-Victoria
Hi Victoria,
Thank you so much for the information. I checked the SmartList and found the sales order number. Then just as a double-check I also looked for it in the SOP10100 table but did not find it there. I think we’re just going to enter a direct invoice and call it a day and put notes in the comment field cross-referencing it to the original order. Luckily it’s only two line items.
Thanks again for your assistance!
Stephanie
Hi Victoria!!
Great Blog!!! and congrats on the MVP!!!
I am writing a net sales report in SRS. I need to take invoices amount without freight minus credits AND minus returns totaled up by year and then by month. Is there any views available that gie me this info. I have tried RM00104 but that only has returns not credits.
Thanks
Vic
GP 2010
Hi Vic,
Thanks for the kind words!
Unfortunately, it sounds like you’re not going to be able to use any of the existing summary tables and need to build your own summaries. I would probably use RM20101 and RM30101, or maybe start with this view: http://victoriayudin.com/2009/04/24/sql-view-with-all-posted-receivables-transactions/.
Also, make sure you determine if you want document dates or GL posting dates – if these are not the same for all transactions (and I have rarely seen a system where they are), then you’re going to want to know that upfront before you write the report and then have to rewrite all the totals formulas.
-Victoria
WOW thanks for the quick response!!!!
I am using GLPost date. Basically i need to make the totals tie out to the GL any thing there I might be able to use???
Vic,
Is the idea to to just get the detail behind what’s in the GL? Or to verify that the GL is correct (ie, get the same total from 2 different sources)? If the former, then I would use the GL tables, so maybe this: http://victoriayudin.com/2009/08/11/sql-view-for-all-posted-gl-transactions-in-dynamics-gp/. If the latter, you should have everything you need in the Receivables view I pointed you to in my last response.
-Victoria
Thanks!!! I managed to talk my CFO into just taking out returns for the sales report. But the other views made him very happy!!!
Another question, if i need to move several documents to another batch do i just update the bachnum field in sop10100? Or do i have to update anything else. The are all back orders for a certain customer and the same po number.
Vic,
You said ‘several’ – if it’s not too many, I would recommend changing the batch number via the user interface. That’s the preferable way of moving transactions into another batch, as it then updates the batch counts and totals correctly.
-Victoria
well it is more than several….it is like over 10,000
Ah, well…that IS a few more than I would want to do manually.
Make sure you have the batch already created and saved in GP and then change the BACHNUMB in SOP10100…that should be fine, but as always, best to test it – try it with one or two transactions to make sure there is no issue.
-Victoria
Hi Victoria,
I have a error happening for only 1 user in only 1 company…
No other users have this issue “sa” do not have any issues either…
The user was using Customer/Vendor Consolidation screen under
Transactions –> Sales –> Customer/Vendor Consolidation….
Power was abruptlly switch off… when User tries to log in back to the same screen
User gets this Error
“Your Previous Transaction-Level posting session has not finished processing, Please allow time for it to finish. If you belive it has failed, log out of Microsoft Dynamics GP and log back into recover transactions”
I have checked this error in Knowledge Base but found the same error for Sales Transactions Screen.. i have checked all the process there are no blank batches in system…
I have performed the Checklinks, Reconcile and restarted the SQL Server
but to no use… the user still facing the same problem…
any ideas where to look for these issues…
Thanks
Akram.
Akram,
Get all the users our of GP and delete all records from the SY00800 and SY00801 tables in the DYNAMICS database. (It is very important to get all users out first!)
If the issue is still there, check for any batches in the company database SY00500 table with the user’s login ID as the BACHNUMB.
-Victoria
I Updated the BachNumb on sop10100 but, when i check order on the sales transaction entry it does not reflect my changes. Is there an another table i need to updated the BachNumb? Thanks for your help.
Aaron,
I just quickly tested this and could not find a way to make it not work. If I had the SOP transaction open while making the change in SQL Server, switching to another transaction and going back to the one I changed showed the change. If I used a batch number that didn’t exist, it would make the Batch ID on the transaction blank when I brought it up in GP, but it would still changed from my previous Batch ID. The only thing I can think of is that if your SQL Server is using binary sort, you have to use BACHNUMB, not ‘BachNumb’, but that should have given you an error in SQL if this was the case.
If this is still an issue, can you write back with exactly how you are updating this in SQL and what, if any, messages you get back when you make your update?
-Victoria
Victoria,
Thanks for your reply. I tried to update the BACHNUMB using (UPDATE [SOP10100] SET [BACHNUMB] where sopnumbe =@sopnumbe) … the bachnumb does not exist. After i update the SOP10100 and pull up the sales transaction entry screen, on the batch id it shows something else.
I do not get any error message when i try to update.
Thanks for your help.
-Aaron
Aaron,
Can you try creating the batch first? This is part of the reason changes are not recommended directly in SQL. If you were doing this directly in GP, it would not let you put a transaction into a batch that does not exist. For anything that you do directly in the database you have to triple check that you are not violating any of the business rules of the application. Otherwise you are risking your data integrity.
Also, not sure if you’re just abbreviating your code? If not, I don’t see what you are setting the batch number to in your code. Here is code that I have tested and works for me:
UPDATE SOP10100SET BACHNUMB = 'New Batch ID'
WHERE SOPNUMBE = 'SOP Doc Number'
AND SOPTYPE = 3 --this is for invoices, change as needed
Specifying the SOPTYPE is a precaution, but in SOP you can have the same SOP number for different transaction types (for example a Quote # 12345 and an Order # 12345 and an Invoice #12345), so it’s important to be careful with this.
-Victoria
Victoria,
Thanks for your reply. when creating a new batch from sql , can I just do an insert into the sy00500 or should I be aware of any other business rules? or do you think this is a bad idea to do it?
Thanks,
Aaron
Aaron,
I would recommend doing this in the UI to create new batches if possible. If you must create them directly in SQL, there should be documentation in the SDK on what is needed to do this.
-Victoria
Thank you for all your help.
-Aaron
Hello Victoria,
First af all, I just want to say thank you for your web site. It is very very useful!
I need your advice about SOP Posting Status.
You mentioned that SOP Posting Status is as below:
PSTGSTUS (Posting Status):
0 – Not posted
2 – Posted
3 – Error
I belive this is correct. However, I realized a strange code in SQL database function when I created a new view for a new SmartList.
Here is an issue:
Check the following function on SQL server management studio:
>> Databases >> your GP database >> Programmability >> Functions >> Scalar-valued Functions >> dbo.DYN_FUNC_Posting_Status_SOP_Line_Items
This scrpit shows that “when @iIntEnum = 0 then ‘Unposted’ when @iIntEnum = 1 then ‘Posted’ when @iIntEnum = 2 then ‘Posted With Error’ else ‘ ‘ “.
This means,
0 – Not posted
1 – Posted
2 – Posted with Error.
* Value 1 and Value 2 show the difference with yours.
Therefore, my smatlist shows that all posted transaction are “Post with Error” as posting status.
I’d like to know how we can fix this descrepany. I’m afraid to change this script, because I have no idea how this change will effect to other functions in GP. If you have any idea, please advise.
Best Regards,
Hayato
Hi Hayato,
Thank you for your kind words!
Before I get to your specific question, I would strongly advise against changing any existing GP functions, as that could easily break something in GP.
Looking at the function you mention, I notice that it has Line_Items in the name. When I am talking about the posting status, I am talking about the SOP header level, which is not the same as the line item level. So this function may be for something completely different than what you are using it for. (I don’t actually know what it is used for, sorry, you would need to ask GP Support if you want the answer to that.)
This is one of the dangers of using the functions you might find in SQL and one of the reasons that I have compiled the lists on my blog, so that it would be easy to build a case statement with the values inside any code being written. In many cases, you don’t even have to write the code yourself – you can copy it from what I have already written. For example, I have the case statement for Posting Status in my SQL view with all SOP line items.
-Victoria
Hello Victoria,
Thank you for your advice. It is very helpful! I understood about the Posting Status for Line Item and header. I thought both have the same value for the posting status.
I will copy your code for the Posting Status to my code and try to get the correct the Posting Status.
Thank you very much!!!
Hayato
Hello Victoria:
I have a situation. I put a wrong SLPRSNID in a lot of SOP transactions, posted transactions, in the current year. I need to change that SLPRSNID value. I tried with PSTL but that tool change one value for other value in the whole history and I need to update current year only.
I’m thinking to use a TSQL update on SOP30200 table but i’m not sure if that is correct or even possible.
What would happen if I use a TSQL update on SOP30200 to change the SLPRSNID value in some transactions?
Thanks very much for your help, greatly appreciate it.
emiranda
Hi Emiranda,
The answer to this depends on what you do with the salesperson ID as far as reporting and what other things you might have in GP tied to the salesperson ID. For example – if your SOP transactions had commissions tied to the salesperson, simply changing the ID in the SOP30200 table is not enough, you’d need to look at the commissions tables. If you are using any summary information for salespeople in GP, it will not automatically be updated by changing the ID in SOP30200, so that may need to be updated manually. Also, each line item can have a different salesperson in GP – if you are doing any kind of reporting on line items, or if you need to take that into consideration, you should also consider updating the SOP30300.
So….I would recommend consulting with someone (maybe your GP Partner or GP Support) who will be able to go through all the different things that the salesperson ID is used for in your situation and be able to suggest the best course of action for you.
-Victoria
Dear Victoria,
I’m trying to see all orders that are in GP that were not invoiced or that are partially invoiced? Is there a small script that I can use for this?
Hi Archie,
As soon as an SOP order is fully invoiced or transferred to another transaction type (like a back order, for example), it moved out of the SOP10100 and SOP10200 tables. So…any order that is in the SOP10100 and SOP10200 tables would fit your criteria.
For a script you could use the code I have posted for a SQL view with all SOP line items and just use everything prior to the UNION ALL in the middle.
-Victoria
hi,
In the sales batch entry screen, what table is this data in? Is it sop10100? I am trying to update the batch on over 500 sales orders to one, all of these are open, unposted sales orders. So I was wondering what tables I would need to update this batch number field in other than the sop10100 table? I ran the update on 2 sales orders which in GP it shows them in the batch I updated, but when I go to the sales batch entry screen and enter the batch it just shows transaction 1 when there are 3. So I was thinking there is another table that needs to be updated as well. I appreciate any assistance. Thank you
MC,
The batch totals are stored in the SY00500 table – this is all batches in the company, not just SOP batches. If you wanted to you could update the batch totals in this table. However, even if the batch screen does not show the right totals on the window in GP, the transactions will post just fine (unless you have turned on the verification of totals in your posting setup).
-Victoria
Hello Victoria:
I am attempting to print the Primary Ship to Address Code from the actual transaction onto the RM Detail Historical Age Trial Balance. The difficulty exists in linking the Document Number from the RM HATB file to a SOP table that contains the Primary Ship to Address Code.
Alan
Alan,
If you’re trying to do this in Report Writer, I am not sure this is possible without additional custom coding, which is not my area of expertise. I know this would be a piece of cake in Crystal or SQL, however getting the historical aged trial report may not be so easy. I would recommend posting your question on the Dynamics GP forum to see if any others can offer you some suggestions.
-Victoria
Victoria, thank you for posting such valuable information
great work and please keep it up.
I’m new about GP table and would like to find what tables would be for the Sales User-Defined table that can be accessed from Open Sales Order.
In the open Sales Order, we can access this Sales User-Defined fields from the ‘User-Defined’ button on the bottom of the Sales Order.
Thanks very much for your help, greatly appreciate it.
-Elisabeth K.
Hi Elisabeth,
Thank you for the kind words! All the SOP user-defined fields are in the SOP10106 table – for open as well as historical orders. Hope that helps.
-Victoria
Victoria, thanks so much for your response.
We are running parallel with an AS400 system, and we are working to detach from that system in about 3 months…
- We do report on sales and do manual entries into GL.. as they did with the AS400 reports.
You are very kind in responding so quickly and your website is very informative. We really appreciate your insight. So far, these are the affected tables I’ve identified..
Just looking to change the Posting Date : GLPOSTDT
RM20101
SOP30200
SOP10100
IV30101 – Sales Summary History
IV30102= Sales Summary Period History
IV30200 – Transaction History (header)
IV30300 – Transaction Amounts History (line detail)
The invoice dates, and postED dates will remain. We did do some work-around changes on our reports to grab those invoices in our reports just to have a look. We changed our query from just GLPostingDate values to Invoice Date beginning of period to report on it.
Trying it in test, if we are not successful, we would jut leave it for another month (with adjustments to the reports) and use the date utility to clean up practices by month 3..
Comments…? again, thank you so much… Troy
Troy,
Thanks for the additional detail. It looks like you have researched this, thought it through, and have a plan for testing as well as contingency. Without testing it myself, I would not have anything to add to your plan. I say go for it. I suspect that it will work just fine.
-Victoria
Victoria… great article…
We have an issue , 1st month live with SOP for us. GP has an open door, where it does not warn you about posting SOP doc in a new unopend fiscal period. We did do just that… posted a few batches into the new fiscal period. We DO NOT have sales/sop setup currently to post to GL in posting setup. Do you know what tables the GL Posting Date for the doc/batches are kept in.. We are considering editing that date for the subset of affected documents and seting it back to the EOP date…?
Thanks in advance.. Troy Kent
Troy,
As a general rule I do not advocate changing transaction dates directly in the database because there could be many other tables affected and unless you know and update them all, you could be causing more problems that you are fixing. And I not just talking about GL – there are summary tables in SOP and RM, there are inventory transaction and summary tables, etc.
The best fix for your situation would depend on a lot of other factors. For example, I would want to understand why you do not have SOP set up to post to GL – are you bringing in historical data for reporting purposes? If so, changing the dates in the tables would most likely have an impact on the reporting.
Without knowing the specifics, generally I would recommend entering returns that mirror what the invoices did and re-entering the invoices correctly.
Also, for the future, there is a free add-in that you can get from Microsoft (through your GP Partner) called Document Date Verify. This will prevent posting to GL dates that are not in existing or open fiscal periods in most of the core modules including SOP.
-Victoria
Hi Victoria,
For Invoice’s DueDate, generally do most companies display this to their customer on a printed invoice? By default, I don’t see GP displays the ‘DueDate’ so I’m wondering if it’s a common thing. Thanks!
Best Regards,
Nikki
Nikki,
Most companies we have worked with like to display a due date on customer invoices. But definitely not all. Some companies have all invoices ‘due upon receipt’, so there is no need for due dates. Others feel that having the terms on the invoice is enough.
My 2 cents is that unless your invoice is due upon receipt, there should be a due date shown to take any guesswork out of it.
-Victoria
Thanks so much, Victoria!
Victoria,
We transferred the wrong sales order to an invoice. We have not posted the invoice yet though. Is there a way to revert back (i.e. delete the invoice and have everything go back to the way it was)?
Regards,
Dennis
Dennis,
Unfortunately, unless you can restore from a backup because this was the last thing you did, there is no way to easily get everything back to where it was. You will need to void or delete the invoice, that’s the easy part. But then you will have to re-enter or adjust the ‘wrong’ order, depending on what the status of it is right now.
-Victoria
Love your info. I use it often.
I would like to know about the FLAGS in SOP10100 (sopHDRFL). What are these representative of and where are the dox for these bits?
Thanks,
–Chad L
Hi Chad,
Thanks! According to the SOPTRx document in the GP SDK, the SOPHDRFL field shows if the freight, misc amount and trade discount for an SOP transaction have been transferred.
1 – Freight Transferred
2 – Misc Transferred
3 – Trade Discount Transferred
Hope this helps.
-Victoria
Hello, just wana ask,,, i have a problem with one item, doesnt have an ‘override shortage’ option in the pop up window during entry of sales invoice in SOP module (no on hand quantity). While all items have that option.
I know there is only one set up for that.
I checked the item, doesnt have on hand quantity.
Thanks for the help.
Janet
Janet,
Is there anything different about this item? Is this the only item that does not have on hand inventory available? What do you have set for Override Quantity Shortages when you go to Tools > Setup > Sales > Sales Order Processing > Options?
-Victoria
Hi Victoria,
Great site with very helpful information, thank you.
Our team wants to get only valid invoices from Dynamics GP that have the following conditions:
1) Amount owed > 0
2) Status not void or canceled
OR
1) Invoice date within X days from current date
We are joining SOP30200 and SOP30300 to get the order and line items. We are also joining with RM00101 to get customer information. Are we grabbing the correct information?
Is there a status or amount field that lets me know that an invoice has outstanding payments?
Thanks,
John
John,
It sounds like you are on the right track, however, since a lot of your criteria will only be in the RM20101 table, perhaps you want to start there? The code below will give you the list of all invoice numbers matching the criteria you listed above:
Then you can link by the invoice number to the SOP30200 and SOP30300 tables to get the details.
-Victoria
I am facing strange problem, Line Items go missing from Sales Document specially from Fulfilment, What can be reason.
Khalil,
Line items going missing can mean a great many things, and a lot of them may depend on your GP setup and workflow. Could be someone is deleting them, could be they are being moved to other transactions (like backorders) or could be there is an issue with the connectivity to your server. If this is a recurring issue, I would recommend getting your GP Partner involved so they can provide more specific troubleshooting for your situation.
-Victoria
Victoria,
I always needed a cheat sheet for the GP tables thank you! One question: Is there a Date table of when the order in GP gets allocated? I see the one for fulfillment but I can find nothing for allocation. Thanks!
-Andrew
Hi Andrew,
I do not believe that GP tracks a separate ‘allocation date’.
-Victoria
I have a couple of users getting this error occassionally.
An open operation on table ‘SOP_Report_TEMP’ failed because the path does not exist.
Do you know what i can do to fix this?
Larry,
I see at least a dozen KB articles with a similar error message, but most refer to old GP versions. What version of GP are you on? Also, what exactly are the users doing when they get this error? Is GP being run locally or on a Terminal Server?
-Victoria
Victoria,
I have been asked to come up with all invoices based on state in the ship to field. Question is does all information reside in the SOP30200 table or do other tables need to be joined in order to accomplish this task?
Thanks in advance for your assistance,
Raul
Raul,
The SOP30200 table should be enough if you only have one ship to address per invoice. If you have different ship to addresses per line item (which is possible in GP, but most companies do not do this), then you would need to look at the SOP30300 table.
-Victoria
Victoria:
We have a need to track freight cost from Sales Order to Invoices, i.e. multiple invoices based on one Sales Order and separate item freight that may belong to different invoices.
Do you know of a way to do this?
1. Is there a way to link items in SOP30300 soptype 3 to an individual freight entry on the original order?
2. Is there a way to move items left on a sales order after a partial invoice to a new sales order?
Thanks for any insight,
Lien
Lien,
Sorry, there is no way to allocate freight in any way with standard GP functionality. You’re most likely looking at a customization to accomplish this. For your second question – you can transfer items from a partially filled order to a Back Order, but not to a new Order. However, Freight would not transfer over if it has already been transferred to an Invoice. Using Back Orders (if you are not already) may require changes to your SOP module setup, so I would look to test it all first before trying it in a production environment.
-Victoria
Victoria,
First off congrats on your 6th MVP award!
I’m fairly new to GP, although I’m and experienced SQL and .NET developer.
I’m doing a QuickBooks to GP Migration, and some of our systems defaults were not set up correctly prior to use. Here is the current problem.
I have pushed in Hundreds of SOP Transactions using Econnect. Our “Inventory” and “Cost of Sales” accounts were not setup prior to me pushing in these transactions……..and now they won’t post because at the line level……there isn’t a “Inventory” or “Cost of Goods Account at the line level.
Normally, I would just delete the batch and reimport, but we are using a third party “sales tax” product that makes this problematic.
Now to the question.
Is there a relatively easy way to assign line item detail distribution accounts using SQL?
Thanks
Thanks Todd!
You should be able to populate the accounts directly in SQL into the SOP10200 table. The inventory one is INVINDX and the COGS is CSLSINDX. You will need to populate these with account indexes (as opposed to actual account numbers) which you can get from the GL00100 table.
-Victoria
what u mean by consulting project
Hossam,
By consulting project I mean that we could create the report you need for you for a fee.
-Victoria
can you help me in this issue
i never make any report in smartlist builder
Hossam,
I actually would not ‘code’ this in SmartList Builder, I would create a SQL Server view. Then use that view in SmartList Builder, or any other reporting tool that you want.
If you are interested in having this created for you as a consulting project, please let me know.
-Victoria
Hi Victoria,
Thank you for this great support
i want to make total for quantities in SOP invoice for posted and unposted invoices by site and by customer class, is it possible?
Hossam,
Yes this is absolutely possible. You’d need to use SOP10100, SOP10200, SOP30200, SOP30300 and RM00101 tables.
-Victoria
Hi Victoria,
Your information on SOP tables is very helpful.
We have GP 7.5 version. We have the following error when we try to post a sales invoice, the sales posting journal shows the following error:
“Unable to obtain Receivables document number”
Will you please help
Thanks,
Sri Sankara
Sri,
This sounds like the issue described in Dynamics GP KB article 856940. I would try the resolution provided there.
-Victoria
Victoria,
In short:
Is it possible to see the GL Distribution per Line Item?
Explained:
SOP30200 = SOP Header
SOP30300 = SOP Detail (the detail holds Line Items)
SOP10102 = Holds the GL Distribution
What I try to achieve is to get the GL Distribution for each line item. So far I have been able to join SOP30200 to SOP10102 on SOPTYPE and SOPNUMBE which gives me the GL Distribution of the SOP Header. What I really want to see is the distribution per Line Item.
So when I have two line items on an Invoice being FEE1 and FEE2 get something like:
FEE1
700000-0000-00000-000 , 0 as DebitAmount , 1000 as CreditAmount
700100-0000-00000-000 , 0 as DebitAmount , 200 as CreditAmount
FEE2
700000-0000-00000-000 , 0 as DebitAmount , 2000 as CreditAmount
700100-0000-00000-000 , 0 as DebitAmount , 400 as CreditAmount
Rather than
INVOICE X
700000-0000-00000-000 , 0 as DebitAmount , 3000 as CreditAmount
700100-0000-00000-000 , 0 as DebitAmount , 600 as CreditAmount
I hope this makes sence.
Thanks John
John,
GP does not store distributions on a line item level, so that would not be easy to do. You could see what accounts were supposed to be used on each line item in SOP30300, but most of these could have been overridden on the document level before the transaction was posted and the changes would not show here. Also, certain things (for example commissions, taxes, etc.) will only have distributions at the summary/document level. But if you wanted to attempt this, I would use the SOP30300 table and the accounts on each line item and see what you come up with. Can I ask why you are looking for for something like this?
-Victoria
Thanks for you quick response.
I was already under the impression that GP didn’t maintain the GL Distribution on Line Item level but I had to ask the expert
Well, the company I work for has multiple Sales Branches and Sales Divisions. These all have different codes, Branches are hold in the third segment of the GL distribution where Divisions are in the second segment. Sometimes a sale is split into 2 SalesPersons one from branch A and one from branch B. The way finance post these sales in the SOP might be wrong but unfortunate I got to deal with it.
Finance creates multiple line items for each SalesPerson.
So going back to my previous example:
FEE1 is for SalesPerson1 Branch A
FEE2 is for SalesPerson2 Branch B
I try to get the Branch and Division from the GL Distribution rather then some free text fields finance use in SOP30300.
So, in the above example things might be easy to do, but when there are multiple items (Fee, expenses, other expenses etc) or the split is 50-50, it becomes rather difficult.
John
Are there GP table schema’s for each module available to find out the relations between tables?
John,
There is an SDK on disk 2 of the GP installation disks that should have some of what you’re looking for. Also, take a look at this blog post on Finding Table and Field Information in Microsoft Dynamics GP: http://blogs.msdn.com/developingfordynamicsgp/archive/2008/10/05/finding-table-and-field-information-in-microsoft-dynamics-gp.aspx.
-Victoria
Hi Victoria,
We are using partial shipments and I am facing issues in freight amount distribution. Let us assume, I have an sales order with 5 quantities with freight amount of $250. I have only 2 quantities on hand in inventory right now. I am allocating the sales order to for the available on hand 2 quantities. Now the order will have quantity ordered as 5 and allocated/ quantity to invoice as 2 and freight amount as $250. I am transferring this order to fulfillment document. The fulfillment document will be created successfully for the allocated 2 quantities. Since I have transferred only 2 quantities, the fulfillment document will have quantity 2 and original order will have remaining 3 (total quantity 5, previously invoiced 2 and quantity remaining 3). Also both document will be in SOP10100 and SOP10200. When I verify the freight amount, it is $250 for the order and $250 for the fulfillment document If I invoice both documents then customer is paying two times of the freight amount.
Is there any way to do the following in GP
1. Split the freight amount based on the allocated quantity while transferring? (Or)
2. Have the freight amount only on the transferred fulfillment document? And have 0 on the original document after it was partially transferred,.
Kindly advice.
Thank you inadvance.
Solomon
Hi Solomon,
GP behaves in the following way:
When you transfer an order to an invoice/fulfillment order there is a checkbox to Include Totals and Deposits. When this is checked, the entire deposit, freight amount, and any amounts other than the line items will come over to the invoice/fulfillment order in full the very first time that option is checked. If you transfer from the same order to the invoice/fulfillment order a second time, even if you check that box to Include Totals and Deposits again, nothing will come over to the second invoice/fulfillment order.
The freight amount is still showing on the order because that’s how it was entered, so this is informational only at this point. Since you may need to show a record of what was on the order originally, I would think that most users would not want the freight amount to be removed from the original transaction. Just like you want to still see the total ordered by the customer, even though you have partially shipped the order.
There is no way without a customization that GP would be able to do any kind of prorating/splitting up of the freight amount. And I would imagine this would be a pretty complicated customization, so I would not entertain this unless it was absolutely critical.
Hope this helps.
-Victoria
Hi Victoria,
I am facing a strange error during posting of cash receipt,
“An error occurred when updating permanent records”
“Transaction cannot be posted”
Client is running Ver 8.0.
there is nothing unusual happened after the week end, client post batches every week end.
i tried to delete and recreate few batches different customers and user ID, the error happens only in one company and to all customers and userid’s too,, i have tried sa as a posting user…
Any help on this will be of great help….
Thanks,
Akram.
Akram,
While I have not seen this error before, it sounds like there may be a problem with the database itself or with updating the database. I would verify that there is no issue on the SQL server, either with available disk space or any other errors/locks. If you have Payment Document Management enabled, disable it to see if that makes a difference. If there are any customizations or 3rd party products, disable them to see if that makes any difference. As a next step you can turn on the DEXSQL.log to see if there are any clues in there.
-Victoria
Hello Akram & Victoria,
I am having the exact same problem described by Akram and I am unable to post cash receipts.
After receiving this error when trying to post a cash receipt, the outstanding cutomer balance for the selected customer is increased by the amount of the attempted payment. So, if the customer balance was $5,000 and we attempted to enter a cash receipt for $2,000, the error message is displayed and the customer balance becomes $7,000.
The customer balance is only corrected again after i reconcile current customer information from the reconcile receivables amounts window.
Please advise on how you have resolved this problem as our systems are currently suspended due to this error and I need to resolve this as soon as possible.
Thanks & Regards,
Ramy
Hi Ramy,
I would re-iterate my advice to Akram: “If you have Payment Document Management enabled, disable it to see if that makes a difference. If there are any customizations or 3rd party products, disable them to see if that makes any difference. As a next step you can turn on the DEXSQL.log to see if there are any clues in there.”
Also, what version and service pack of GP are you on?
-Victoria
Hi Ramy/Victoria,
Here is the script given by Mr. Mariano Gomez, to run against that company where i was facing the same issue…
This resolved my problem….
Hope this helps you too……
You can try running the following script on your company database:
/*Count : 1 */
declare @cStatement varchar(255)
declare G_cursor CURSOR for select ‘grant select,update,insert,delete on [' + convert(varchar(64),name) + '] to DYNGRP’ from sysobjects
where (type = ‘U’ or type = ‘V’) and uid = 1
set nocount on
OPEN G_cursor
FETCH NEXT FROM G_cursor INTO @cStatement
WHILE (@@FETCH_STATUS -1)
begin
EXEC (@cStatement)
FETCH NEXT FROM G_cursor INTO @cStatement
end
DEALLOCATE G_cursor
declare G_cursor CURSOR for select ‘grant execute on [' + convert(varchar(64),name) + '] to DYNGRP’ from sysobjects
where type = ‘P’
set nocount on
OPEN G_cursor
FETCH NEXT FROM G_cursor INTO @cStatement
WHILE (@@FETCH_STATUS -1)
begin
EXEC (@cStatement)
FETCH NEXT FROM G_cursor INTO @cStatement
end
DEALLOCATE G_cursor
/* End of Script */
Take Care…
Akram,
Thanks for sharing this. This is the GRANT script which will ensure that all the objects in your database have proper permissions for the GP DYNGRP role in SQL Server. If it fixed your problem then there was a database permission issue in your situation.
-Victoria
Victoria
I am dealing with data being imported into Great Plains with SCRIBE. One area that is causing a problem is with Credit Card orders. The Credit Card orders are paid immediatly so the invoice is closed. But if later a Credit is put through to reverse the invoice there is no open invoice for it to go against. The reverse Credit is showing as a history item rather then as an open item. I hope this makes sense and that you can suggest a way to handle the credit on credit cards. Other credits (not against credit cards) work fine.
thanks
Larry
Hi Larry,
I do not have any experience with Scribe, so I cannot offer any advice for that, but as far as ‘vanilla’ GP is concerned, these would be entered as Returns with the credit card refund amount as a payment. Exactly the same as the invoices, except the transaction type is different.
-Victoria
Hi Victoria,
I wasn’t sure where to post this…under SOP or POP. I have a SOP type ‘Order’ that was linked to 2 Purchase Orders. All but one item was linked on the Order. I’m guessing when the order was created, the items weren’t in stock (except for the 1) so the QTY to Back Order = 1 and QTY to Deliver = 0. The Order was transferred to a Fulfillment Order/Invoice and the original Order remains open. Thus, an invoice was posted for just the one item and is now history. So, I have an open Order that is linked to a PO and the PO items have all been received and posted…as far as I can tell. The two POs show up in POP10100 and POP10110. In POP10100, the POSTATUS = 4 for both and the STATGRP = 1 for both. The two Receipts for these POs both show up in the history tables POP30300 and POP30310. Thus, I believe the Sales Order QTY to Back Order should = 0 and QTY to Deliver should = 1. However, this is not the case. Each time I try to change the value in one of these fields, I get the message “You can’t change the Billed Quantity because the quantities for this line item are committed to a purchase order”. We obviously want the link to remain intact, but what should we do next to allocate the received PO items to this Order so we can transfer it to a Fulfillment Order and Invoice? I’m open to all suggestions.
Thanks so much in advance for your help.
Brent
Hi Brent,
My next step would be to try reconciling the SOP transaction to see if that changes the quantities. I would also recommend posting your question on the Dynamics GP newsgroup, there are a lot of very knowledgeable people monitoring it and they might have more experience with this.
-Victoria
Victoria,
I ran the reconcile for this Sales Document and it fixed it! Thanks so much for the suggestion. As always, thank you very much for your time and assistance. It is greatly appreciated.
Brent
Hi Victoria,
I have one query, i have searched the knowledge base but could not find any article on this….
I would like to add new aging buckets in both Sales and Purchasing modules presently i am using only 4 buckets in each modules,
I would like now to use all 7 buckets….
Since i am middle of my year, how can i change the aging periods and what steps i have to perform so that all my aging reports are perfect.
I have collected all the articles related to adding new aging buckets in reports using report writer…
Can you please guide what steps should i follow to change aging periods in both modules.
Regards…..
Hi Akram,
Typically the only thing you need to do is change the setup for both the payables and receivables modules and then run reconcile on both those modules. Fairly straightforward, except that you need to get all the users out before running reconcile and it might take some time depending on the size of your data. It’s always a good idea to test changes like this in a test environment if you have one available.
-Victoria
On SOP10200, how/when are the qty fields populated? I’m trying to use report writer to customize a report and placing qtyonhnd into the report, but I keep getting 0. I did a quick query on the table, and sure enough SOP10200 is showing 0, even though I have many thousands of units in stock.
Mike,
The QTYONHND field in SOP10200 is used for Returns – when you enter a return quantity the system asks where that quantity should go, the choices are On Hand, Returned, In Use, In Service or Damaged. If you are looking for Inventory Quantities on hand, use the IV00102 (item quantity master) table.
-Victoria
I was wondering if somebody can helkp me with this. I need to create a SOP Invoice that shows subtotals by item type, and the the total documents amount.
I am not sure if I can accomplish that in Reports writer by adding a section by doc type, but can try to do in Crystal.
any suggestions?
Thanks
Thargelia,
I am not sure you can accomplish something like this in Report Writer. And frankly, if you can, I am not the right person to help with that, as I try to avoid Report Writer for anything except the simplest or cosmetic changes. I can absolutely tell you that this is possible using Crystal Reports, although depending on the complexity of your logic you may want to create a SQL stored procedure to use in Crystal. If you have some specific questions, please post back with as much detail as possible. If you’re looking for someone to create this for you, this is something my company offers on a consulting basis.
-Victoria
Victoria,
This is an absolutely fabulous collection of information!
Leslie
I am using odbc to integrate a shipping system with GP database. We are reading the SOP10100 table to get the ship to address. And we are writing back the shipment tracking number to the SOP10107 table. All works fine. But we want to delete the record in the SOP10107 table if the shipment is voided. We have not been able to delete the record. I have 2 questions.
Is Deleting the record a sound process, or is there a better approach?
The delete sql statement worked when using a db tool, but not in the program. Is there anything that I might be overlooking? (commit statements?, time between insert and delete?) We are stumped.
David,
From an application/logic standpoint, I don’t see any problem with deleting the tracking number out of SOP10107 if the shipment is voided. However, since I don’t code this stuff myself, I am really not the best person to help with why it’s not working for you. Perhaps you can post this in one of the GP newsgroups to see if anyone there can help you?
-Victoria
Thank you for the quick reply. I’ll follow your suggestion.
William,
There is really no other natural link between SOP and UPR tables that I can think of. If there are no SLPRSNID values set up, then you would probably need to find out from someone in your company that does the invoicing how you can tell what employee a particular invoice ‘belongs’ to. Write back with what they tell you and we’ll see if we can come up with something.
-Victoria
Thanks! I would not have been able to come up with that one. Although my SLPRSNID seems to be empty in both SOP30300 and RM00301. Might you know of an alternate method? Thanks so much!!!
- W
I am trying to build a report that would show one column with the the rate, hours, and total billed vs the rate, hours, and total cost. The attempt is to see the profit made. Thanks!
- W
William,
So on each line of an SOP invoice you have a Salesperson ID that has an Employee ID set up on the Salesperson Maintenance window? If so, you’d want to use the SOP30300 table for the line item detail and link on the Salesperson ID (SLPRSNID) to the RM00301 table to get the Employee ID (EMPLOYID). Once you have the Employee ID, you can link on that to the UPR tables that you need.
Hope that helps.
-Victoria
Hey Victoria!
Your information is very helpful. Do you know of a way to link SOP tables with UPR tables? I can not seem to figure out how to do so. Thanks for your help!
- W
Hi William,
What specifically would you be looking to link? The salesperson? It sometimes helps to understand what the end goal is when trying to answer questions like this.
-Victoria
Hi, Victoria,
Thank you for a wonderful site, a lot of helpful information!
I am trying to join sales order (or invoice) to project id assigned to customer (pc… tables). Can you advise what columns I should use?
Thank you,
Julia
Hi Julia,
I am not familiar with ‘PC’ tables…is that a 3rd party product? I believe GP’s Project Accounting tables start with ‘PA’… Typically, when we need to report against tables in a 3rd party product we either ask them for a technical manual/reference or use the System Resources in GP to get a list of all the tables.
-Victoria
Thanks Victoria! I’ll follow your suggestions.
Hector
Hi,
I have a Sales Order that has a document status as posted, but its posting status is unposted, and the batch id is still in OPEN. When I open it through SmartList > Sales > Sales Transactions, it opens in read only mode because its document status is posted (or completed).
This is an order that hasn’t been fulfilled, and since it appears as posted when we open it through SmartList, we don’t know how to do the invoicing.
any ideas?
Thanks,
Hector
Hector,
It sounds like something has gone wrong with this sales order, but it is very difficult for me to give advice on this situation without looking at your data. At the very least I would suggest running Check Links on the Sales series and Reconcile on Sales Documents to see if either of those helps. If the order is still not appearing correctly, you may need to re-enter it to be able to fulfill and invoice it. For support in these types of situations I would look to your GP partner or GP Support, where they can look at your data and be better able to help you.
-Victoria
Thank you, I got it!
It does help! But I need more help.
My impression is that SOP10103 holds payments made at the time of purchase. When a SOP Invoice is charged to a customer’s account where can I find the payment records (Payment Date, Payment Type, Check Number, Credit Card Type, Amount)?
Christian
Christian,
SOP10103 holds payments entered directly on SOP transactions. This is only valuable to you for unposted SOP transactions (those in SOP10100), since they will not be in the RM tables yet.
Once SOP transactions are posted, they go to RM20101. Once paid and moved to history (via a manual process in GP) they will move to RM30101. Payments will also be stored in RM20101 and eventually RM30101, so either RM20101 or RM30101 will hold payment date, payment type, check number, and credit card. The apply ‘links’ between invoices and payments showing the amount applied from a payment to an invoice and the apply dates will be in RM20201 and RM30201. The payment will be the ‘apply from’ transaction and the invoice will be the ‘apply to’ transaction.
-Victoria
Victoria,
Ah, such a helpful tidbit to Christian, and a great site in general. I learned what’s in a bunch of the SOP/RM tables from a few days of spelunking GP tables with the aid of the scant documentation in Feb. of this year.
Our RM30101 table is empty. Is this normal? Are we not periodically doing a manual process that we ought to be? RM20101 is where the bulk of our transactions live.
John
John,
If your RM30101 table is empty, I believe there may be 2 reasons: either you’re not set up to track any history for receivables transactions or you have never run the manual process to move paid receivables transactions to history (Tools > Routines > Sales > Paid Transaction Removal). Before running this process the first time, make sure you’re set to keep track of history, it would be very difficult to get it back once deleted.
-Victoria
Thanks for the advice!
I typed that (CM20300) from memory and… well so much for my memory.
I meant to reference SOP10301 where I am getting Payment Type, Check Number, Card Name, & Amount.
I am looking to report on all SOP Invoices (Posted & Unposted).
However, I will also report on posted SOP Invoices by SOP10100.PSTGSTUS = 2. I will exclude all voids by SOP10100.VOIDSTTS = 0 for both.
Christian
Christian,
SOP10100 only holds unposted transactions and as soon as something is voided in SOP it moves to the historical tables. So no need to check for posting status or voids in SOP10100. You might want to take the approach of first creating 2 separate queries or views. One for all posted invoices, which will only require RM tables, since every posted SOP transaction will have a corresponding record in RM. Then separately, use SOP10100 and SOP10103 for unposted transactions. Once you’ve got that put together, you could look to combine them (if needed). Hope this helps get you started.
-Victoria
Victoria,
I have enjoyed reading your posts for a while now (They have been a great help) and now have a situation I cannot seem to resolve.
I am trying to create a SQL view that contains SOPNUMBR, amounts received, payment type (check, cash, credit card), payment date, & Card Type.
I have created unions on SOP10100 & sOP30200, RM20201 & 30201. Those tables along with CM20300 are what I think I need.
How can I get a view that shows me all payments relevant to a particular SOP transaction along with the payment information.
Thanks for your help in advance!
Christian
Christian,
Thanks for the kind words!
Question for you – are you looking to report on payments entered against unposted SOP invoices? Or posted only? Also, what information are you getting from the CM20300 table? Just wondering why it’s included on your list?
-Victoria
Hi Victoria,
I was creating a new company with new set of database tables using Greatplains 8.0 utilities.
Then I used the new database as the initial catalog in the sample eConnect application provided by eConnect8.0.
But it thrown an exception as
“System.Data.SqlClient.SqlException: Could not find stored procedure ‘taInitialize’ “.
I also could not locate this stored procedure in my new created company database, though it is there for the default Fabricam, Inc. database.
The exception is throwing in the following line.
eConCall.eConnect_EntryPoint(sConnectionString,
EnumTypes.ConnectionStringType.SqlClient, salesOrderDocument,
EnumTypes.SchemaValidationType.None,”");
Please help me on this.
Thanks
PD
PD,
Sorry, I do not work with eConnect myself, so I am not a good resource for this. I would recommend posting this to the GP Developer Newsgroup or starting a support incident with GP Support.
-Victoria
hi Victoria, thanks for the above helpful informations. Can you suggest me what all tables I need to use to import minimum Order data from an external file to GP 8.0 tables.
Thank you.
PD,
I would strongly advise against importing SOP transactions directly into tables. There are existing tools, such as Integration Manager and eConnect that greatly reduce the amount of work needed and possible issues encountered when importing directly into tables. That said, I believe the basic information for an order would need to be imported into the SOP10100 and SOP10200 tables.
-Victoria
Victoria,
Thank you so much!!!!!
Best Regards,
Nikki
Victoria,
Thanks so much for the awesome resources. Your given list of tables & details across various modules are definitely great help.
I’m trying to get a list of posted oustanding invoices from GP based on the aging period. Instead of joining various tables like (SOP30200 & RM20101, etc.) based on Due Date, is there a table with ready calculation just like the Collection Management Window?
Your help is greatly appreciated.
Nikki,
Thanks for the kind words!
If you wanted to get a current total balance for each customer, you could use the RM00103 table, which has the balance and a total for each aging bucket. One caveat with using this table – you need to run the Aging routine in GP for the buckets to be calculated correctly. If you need to show each transaction, then you have to use the RM20101 table. Make sure you’re excluding voids. And there is no need to use the SOP tables….anything posted in SOP will be in the RM tables. Hope that helps.
-Victoria
Victoria,
I am attempting to create a report that would show Revenue broken out into two fields: Commercial and Residential. Since SBF does not have a job costing feature, I tried to enter either Commercial or Residential in the User Defined Field #1 in the customer records under the Customer button. However, I can not seem to link the two together. Am I doing something wrong? Do you have any ideas on how to do this, or possibly an alternate? Thanks for any advice you might have.
- William
William,
The user defined field values are stored in the RM00101 (Customer Master) table. The field for User Defined 1 is USERDEF1. Whatever report you’re creating, you will need to link to the RM00101 table on Customer ID (CUSTNMBR) and then group your report by the USERDEF1 field. Hope that helps.
-Victoria
You’re welcome for the help! I would have posted in the original conversation in the newsgroup, but somehow MS messed up my profile and posted the message so it only showed up in Google Groups and not in the Microsoft Discussions.
Thanks for replying and letting me know that I wasn’t going crazy either!
Vanessa,
There is no other way that GP internally supports to link the SOP and POP modules. Is it possible that your company is doing something different? Maybe there is a customization or they are entering the PO number in a user defined field on the Sales Order? Can you check with the users that are actually performing this linking? That may help track down exactly what they’re doing.
-Victoria
Yes, that is what I mean, but is there any other way to link them besides the SOP-POP Link table? I am new to GP, I have found that my company does not have the SOP60100 table current, so the latest data that I see on this table is back from last year. I need the new data.
Vanessa,
Do you mean your Purchase Orders that you’ve linked to your Sales Orders? If so, the SOP-POP Link table is SOP60100. You will need to link to the orders on the following:
SOPNUMBE
SOPTYPE
LNITMSEQ
-Victoria
how can I link the SOP number to the PO number associated with the sales order?
Don,
Deposits are not line item specific. They are entered against the entire order or invoice. If there are multiple deposits on one SOP transaction (for example, a $500 cash deposit and a $1000 credit card deposit) then, and only then, will there be multiple entries in the SOP10103 table with the same SOPNUMBE and SOPTYPE combination and you’ll see that the SEQNUMBR has different values.
So, the answer is no, you do not include SEQNUMBR in the join. However, if you have multiple deposits against an order, you will get multiple lines in your results with the same order number, so you need to make sure you’re taking that into account in whatever grouping or totaling you’re doing.
-Victoria
Joining SOP10103
I am trying to track deposits made (amounts paid) for SOP orders. Does AMNTPAID apply to Line Items? Then I would join like this:
LEFT OUTER
JOIN SOP10103 (nolock)
ON SOP10200.SOPTYPE = SOP10103.SOPTYPE
AND SOP10200.SOPNUMBE = SOP10103.SOPNUMBE
QUESTION: Shouldn’t I include a sequence number (SEQNUMBR) in the join?
Don,
The original order (SOP type 2) always stays in the system. Once it’s completed (all line items fully transferred or cancelled or voided), the order moves from the SOP10100 and SOP10200 (work) tables to the SOP30200 and SOP30300 (history) tables. All the other data for the order (comments, lots, serial numbers, user-defined fields, etc.), stay in the same tables. For example – SOP10201 holds the lot and serial numbers for both work and history transactions. For the Invoice, a new transaction is created in the SOP10100 and SOP10200 tables with an SOP type of 3 and showing that the original type (ORIGTYPE) was 2, meaning Order, and what the order number was (ORIGNUMB) so it can be traced back.
–Victoria
I enjoy your SOP table layout, Victoria, and have been using it to try to track the flow of data as I process orders. Can you please tell me what tables are affected when I use the Sales TRX Entry window to transfer an order to be invoiced? Does SOPTYPE change from 2 to 3?
Regards, Don Cooper