How can we ensure from within the system that there is no duplicate delivery note and goods receipt being generated against single sales or purchase invoice, specially in cases where delivery notes are generated in system at day end? I already got answer to this from your July 20 answer to another post but can the error message read like “1 Delivery note # xx already placed against this invoice. Create another?”
Further, that there is no duplication of item / customer / supplier codes in Manager when day by day new ones are added or if multiple people enter this information or forget to check the last used serial number?
Can error or warning message be built in case of duplication of customer / supplier / item codes as well as all reference numbers for receipts / payments / journal entry / delivery and goods receipt notes?
@lubos I think this can be a basic control for data duplication prevention across this already awesome software (assuming manual controls like physical document stamping are not in place), right?
Cash payments and receipts, journal entries, delivery notes, and goods receipts all have automatic sequence numbers. If your version of Manager does not have these features, update your software.
Bank transactions do not have this feature, because reference numbers are assigned by the bank.
@Tut I think I did not make my point clear. If 1 invoice has 100 qty and I have already made a delivery note of 40 qty. Next time I make a 2nd delivery note for 50 qty against this invoice, a prompt like this could appear “Qty delivered: 40 Pending to deliver: 60, proceed with this Delivery Note?” If I make 2nd delivery note of 70 qty instead of the balance 60, a prompt could appear “Qty already delivered: 40 Pending to deliver: 60 qty, this delivery note quantity exceeds the pending qty to deliver against the referred invoice, proceed anyway?”
Something like this I meant. Cross reference of how much of an invoice is delivered or pending for delivery right now it appears item wise not invoice wise. Same concept for purchases and goods received note also.
Thanks. Regarding the information prompt in case of delivery notes / goods received notes, may be these columns of received / pending receipt and delivered / pending delivery can be added to sales invoices and purchase order tabs.
Now you are asking for something completely different. Your initial request was for warnings as a transaction is being entered. Now you want warnings to be displayed in columns on lists of transactions that have already been entered. If you have the first, why have the second? Presumably, at that point, you would have already made the decision to proceed despite any deficiency.
Again let me clarify. One option I said above is to have warning or information prompt when creating delivery note and goods receipt notes.
Another way to accomplish the same thing is via sales invoice and purchase order tabs by inserting 3 columns beside the amount, total qty, qty delivered/received, qty pending to deliver/receive. And like invoice paid or outstanding, with different color schemes for completed and pending, one can see from invoice and PO tabs which ones have pending deliveries or receipts.
2 options but same task accomplished. In 2nd, benefit is that you will not go and create delivery note and press ok to get the prompt.
What is available in inventory tab item wise (total qty, pending to deliver/receive and already delivered/received) will show in invoice and PO tabs invoice/PO wise.
