Disappearing vendors in AP_Vendor file

One client has been having a sporadic issue where a vendor is entered into Vendor Maintenance, invoices are processed, and later they are not able to find the vendor in Vendor Maintenance.  The client is not using temporary vendors.  In fact, even if they were using temporary vendors, the last time the problem happened was in the middle of the month.  A new vendor was added on 4/20, and now the vendor is missing.  We checked DFDM...not there.  The vendor master file has NOT been rebuilt; thus, no records should have been removed due to be corrupt, etc.

I opened a case with Sage support, and they were not able to find any evidence of the records being deleted.

In the past when this problem occurs, we have re-entered the vendor into Vendor Maintenance.  Once this has been completed, the open invoices show up on the Invoices tab, etc.

We have not re-entered the vendor for this last instance, but the vendor invoice can be opened in Invoice History Inquiry.

This has been an on-going problem and has happened in versions 2014, 2015, and now in 2016 as well.

Any thoughts would be greatly appreciated.

  • So this is always with a newly created vendor?

    Are they on the fly vendors?  or were they created first in vendor maintenance?

    In evidence of errors in the error log about the time they were created?

    This is totally a guess,  but have you tried rebuilding key files on the vendor master file (as a preventative - not an after the fact fix).

  • in reply to TomTarget
    Doesn't happened for every new vendor, but it does for some. The problem is very random. I tried duplicating the problem by creating an on-the-fly vendor from Invoice Data Entry (thinking that's probably how they created the vendor), but I was not able to duplicate the error. Client says they do not create vendors on the fly. To be sure, I disabled the feature last week.

    There is absolutely nothing in the activity log, vendor audit file, etc. regarding this issue.

    Have probably rebuilt the vendor master file at some point in the past, but the problem keeps happening.
  • in reply to BShockley
    Any chance you have that file on a backup that contains that vendor record? That record might tell you a different story, seen enough bugs when a flag stores opposite on record creation. If you have one and it doesn't jump out, call me next week, I'd be happy to take a look.
  • in reply to ChrisFix
    I've had this happen randomly before for clients, but it is extremely rare in my experience. Typically, a client will see it once and never again. So repeating instances of this is unusual.
  • in reply to TomTarget
    It's been reported to me at least 3 times...same client.
  • in reply to BShockley
    Chris,

    Thanks for the offer. I suspect the client is using the on-the-fly vendor option, and maybe, just a guess, is the vendor record is never created. Again, just a guess, but maybe the invoice is created but not the vendor.
  • we have a client with same issue. I would like to know if Volume Shadow Copy is turned on ? Please call Doug Jenkins at our office if possible to discuss - 316-269-4264 - Professional Software - Thanks
  • this is happening with a client in version 2018... so still very much an issue.  Any ideas?

    Sage has a defect ID #105985 noted for 2015 but nothing to address this issue and it is still happening.!