Hi Crbookkeeping,

You do not miss anything.  You can remove the order and recreate it.  Then, select the correct vendor.  Another suggestion is to save is as recurring transaction before you remove it.  Then, look it up and you will be able to adjust the vendor of the order.

Hope this helps

Keith,

LOL - a recurring transaction (forgot to change the vendor) is what caused the problem

the reason for my recurring entry ?

the client wants to send a customer invoice that itemized both any purchased materials with markup and labour

Sage timeslips handle labour both for invoicing/payroll

we can scan/send copies of the material invoices, but some have info that is not for the customer's eyes

or an invoice has materials purchased for multiple jobs

or some technical jargon on the invoice may need to be rephrased

the materials with desired description can be entered on a purchase invoice, but you can't print a purchase invoice - I'm not sure why ??

the info can be recorded on a PO, but a fully received PO is automatically removed - no prompting

so the only way to keep a PO in Sage so that it can be printed at a later time, is to have one b/o line that is never filled - so I created a recurring PO template with a standard line/description that should never be filled

can you explain why I can't change the vendor on a PO, when a moment earlier (before click 'record') I could ?

is there another approach in Sage to accomplishing what my client needs ? can I enter the materials on a sales order, and when ready convert it to an invoice and import any timeslips info ?

Hi Crbookkeeping,

A recurring transaction is the alternative you can use if you want to change the vendor name of an order.  What i mean is that before you remove the incorrect order, you can save it as recurring transaction first.  After you remove the incorrect order, you can bring up that recurring transaction again and change the vendor name of the order.

For printing a purhcase invoice, you can bring up that invoice and do a print screen of the purchase invoice window.  Then, you can paste it an MS paint and save it as a picture for your own record.  For more information, you can look at this forum thread

http://sagecity.na.sage.com/support_communities/sage_50_accounting_ca/f/151/t/74989.aspx

It is correct that a fully received PO is automatically removed and you will see the following prompting:

I do follow your last statement, create a sales order first with materials selected, convert it to sales invoices and import timeslips as follow.  So, I assume the answer is Yes.

Hope this helps.

Keith, I did some testing,

guess what happens if you create a sales order for the wrong customer

and you convert it to an invoice before noticing, when you try to change the customer

you get a message

 you cannot change the customer for this invoice because the

 invoice was created from a quote or an order

so again you have to save as a recurring entry, delete the current invoice

recall the saved transaction and change the customer - as a workaround

if a Sage database issue is preventing a change to the customer, a button 'rename customer' that

does the equivalent of the workaround would be really cool

as a 2nd test

if you do notice that the sales order customer is wrong, before creating an invoice

you can't change the customer - back to the recurring entry fix

it is to be expected that the wrong supplier (PO) or wrong customer (SO) would be incorrect recorded

so I ask again, what is the rational behind preventing a change ?

It's possible to have multiple invoices from a single Sales Order.

Up until the Sales Order is filled, information on the quantity 'sold' against the quantity 'Ordered' from the invoice, is communicated back to the Sales Order. - so from the point where you create an Invoice from an Order, there is a two-way connection that can't be changed on one end.

Once a Sales Order, or Purchase Order is completely filled, in theory there is no longer a direct connection, and no longer a technical / functional reason that the customer or vendor could not be changed.  

From an Accounting perspective, monitoring Purchase Orders vs Purchase Invoices would be worthless as a control if you could arbitrarily edit the data partway through the process.  

If a customer or vendor's name changes, the new information will show up on both documents.  

The only reason to be able to edit the name partway through would be to correct an error.  In fixing any error in a system with an audit trail, it's best to go back to where the thing went off-road and straighten it out there.

Hi Crbookkeeping,

I did a test as per your description. 

1. I create a sales order.

2. I convert it to invoice

3. The customer box is no longer grey out, and I can change to whatever customer I want.

Of course once I change the customer name, it is not using the order or quote that I converted previously.  The order continue to stays with the incorrect customer.  I then go back and void the incorrect order.

I apologize that I could not duplicate the same error message.  If you are under support plan or still have your warranty call, please kindly give our support a call by 1-888-522-2722, so our support department will be able to have a look together with you.

To the best of my knowledge, this is a program design preventing such a change.  Again, please go to help, contact Sage and give us feedback.  

Thanks. 

Keith,

I tried again but can't duplicate the error - if it happens again I will contact support

I will provide feedback

the customer can be changed once it's an invoice, but can't be changed as an s/o - so I can create a 20-line order having picked the wrong customer - and I have to use recurring JEs to fix the problem

but I can accidentally convert the same s/o to multiple invoices to the same customer - why ?

and I can convert a s/o to an invoice and change the customer to a totally different customer ? meaning customer A can be made aware of customer B's pricing due to an un-warned data entry error

and Sage has no audit trail function to know who dunnit

this discussion has been instructive in exposing some issues when trying to use Sage as an ERP

system - I just need to make sure my clients are very diligent

Hi Crbookkeeping,

Yes, you can convert a s/o to multiple invoices because the order is not completely filled.  That's why the order is still in the system for you to convert to another invoice. 

Yes, after you convert the order to an invoice, you can change it to a different customer.  However, as mentioned from my last post, if you do that, it will be a complete new invoice which has no relation with the incorrect order. 

If an order with incorrect customer is created and the error is spotted when it is converted to an invoice.  I guess the correct way is to stop posting the invoice, go back to the original order, save it as recurring transaction (good if that order has a lot of items), remove the wrong order and bring the recurring transaction up again with the the correct customer chosen. 

If an order with incorrect customer is created and the error is not spotted when it is converted to an invoice, which continue the snowball effect due to human error.  Then, the correct routine that I can think of is to correct or void the incorrect invoice first, then correct the order if it is not completely filled and still in the system and then redo the invoice. 

Sage 50 has the function to see which user makes the journal entry by going to Reports, Transactions Details, All with a check mark to User.  This only applies to invoice because there is no entry posted to the book when it is an order or quote.

We apologize that Sage 50 is not a ERP system, so it may not be able to serve your requirement if you need ERP functionality. 

For Sage ERP Solutions, you can follow the link below:

http://na.sage.com/ca/erp#products

Hi Crbookkeeping,

Yes, you can convert a s/o to multiple invoices because the order is not completely filled.  That's why the order is still in the system for you to convert to another invoice. 

Yes, after you convert the order to an invoice, you can change it to a different customer.  However, as mentioned from my last post, if you do that, it will be a complete new invoice which has no relation with the incorrect order. 

If an order with incorrect customer is created and the error is spotted when it is converted to an invoice.  I guess the correct way is to stop posting the invoice, go back to the original order, save it as recurring transaction (good if that order has a lot of items), remove the wrong order and bring the recurring transaction up again with the the correct customer chosen. 

If an order with incorrect customer is created and the error is not spotted when it is converted to an invoice, which continue the snowball effect due to human error.  Then, the correct routine that I can think of is to correct or void the incorrect invoice first, then correct the order if it is not completely filled and still in the system and then redo the invoice. 

Sage 50 has the function to see which user makes the journal entry by going to Reports, Transactions Details, All with a check mark to User.  This only applies to invoice because there is no entry posted to the book when it is an order or quote.

We apologize that Sage 50 is not a ERP system, so it may not be able to serve your requirement if you need ERP functionality. 

For Sage ERP Solutions, you can follow the link below:

http://na.sage.com/ca/erp#products