User Defined Fields Data

SUGGESTED

We use UDFs on our Invoices to populate fields with both product codes and lot numbers. If those items are already part of the products invoiced, all is good. If we have to manually enter product codes or lot numbers, we have a weird issue. I'll try to explain as simply as I can. I am learning my way through supporting Sage, so forgive my noob status. I know I have asked a few very rudimentary questions, but this forum has taught me TONS! So thank you to this community for the superb and FREE support!

The problem is this:

In some circumstances, our customers have their own product specific codes, or they want to assign lot numbers to items they purchase from us that typically are not lotted. In those two instances, we write in their product specific codes, or their preferred lot number into a UDF in Sales Order Entry. When we do this for products that we sell out of the same batch to multiple customers, it populates the first sales order placd with the appropriate code and/or lot number in the Invoice, but then for subsequent customers that order the same product sold out of the same batch, their specific codes and/or ot numbers become the same as the first customer. Essentially it won't populate the code or lot number fields in the Invoice report with their specific numeric values. All customers get the same code/lot number as the first.

The form hasn't changed since we upgraded from Mas90 4.3 to Sage 100 Advanced 2019, so I'm thinking the issue exists deeper in Sage than just the Crystal Report, although I have written functions to successfully pull these values into the Invoice. It's not a huge deal, but it does cause extra time for our orders team who have to white-out the incorrect codes and lots and write in the proper ones. 

Any thoughts? It's a weird one.

Thanks!

Parents
  • 0

    You use the Alias feature to enter in Customer specific item numbers, that is their item numbers.  You should be able to add a UDF to hold their lot numbers and have it only apply to that sales order or invoice.  You might not have the UDF setup correctly if it is populated on other unrelated invoices.

  • 0 in reply to BigLouie

    Hey BigLouie, 

    The UDF is all good according to the Help Menu manual on setting up UDFs. But your thought about aliases is intriguing. I will look into that. I'm still a little befuddled as to why the UDF for CODE and LOT would populate with unrelated invoice information though. That seems like it would be a form issue off the bat, but still it prints the wrong info for any invoice after the first, which populates the two fields correctly. So I was thinking item, but there really isn't anything to correct in the product. I'm going to look into the Alias feature and see what I can see. 

    Thanks for the suggestion.

Reply
  • 0 in reply to BigLouie

    Hey BigLouie, 

    The UDF is all good according to the Help Menu manual on setting up UDFs. But your thought about aliases is intriguing. I will look into that. I'm still a little befuddled as to why the UDF for CODE and LOT would populate with unrelated invoice information though. That seems like it would be a form issue off the bat, but still it prints the wrong info for any invoice after the first, which populates the two fields correctly. So I was thinking item, but there really isn't anything to correct in the product. I'm going to look into the Alias feature and see what I can see. 

    Thanks for the suggestion.

Children
  • 0 in reply to j-fly
    SUGGESTED

    Alias is one to one to one. One Alias per customer per item. 

  • 0 in reply to BigLouie

    Got it! Thanks BigLouie!

  • 0 in reply to j-fly

    Hi j-fly, if the above suggested answer helped, please do mark it as verified White check mark for the benefit of others in this forum :). Thank you!

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  • 0 in reply to BigLouie

    Not true.  You can have multiples, which gets confusing.

    Different aliases for the same ItemCode works perfectly fine.

    Alias codes which refer to different ItemCode values is bad... the first alphabetical match is used.

    When it comes to transaction data, there is only room for one alias value, which may be what you are thinking of.

  • 0 in reply to Kevin M

    Hey Kevin M,

    After researching Aliases a bit, I think it might not be the right solution for this particular issue. I'm starting to think it's how the UDFs are being called in Crystal for the SO_Invoice report.

    The UDF seems to be working. There is a UDF_CODE field in Sales Order Detail for the Lines tab wheer our order team enters a customer specific code for a product they buy from us. Then there is a UDF_LOT field where the same folks enter a customer specific lot for the same product. When they open Invoice Data Entry, those 2 UDFs will populate the same columns. So it seems to be working, right? 

    The problem comes in when those 2 UDFs are mapped in the SP_Invoice in Crystal Reports. If multiple companies buy said product from the same batch or lot that we assign, then the report will refuse to pull the appropriate UDF_CODE and UDF_LOT information. Only the first Sales Order containing that product has the correct code and lot. For instance:

    Company 1:

    Product A Batch 1: 7 totes     CODE     LOT

                                      12345      678910

    Company 2:

    Product A Batch 1: 3 totes     CODE     LOT

                                      54321      9876553

    Both get the same product from the same batch, and both have different codes and lots, however both get the code and lot from Company 1.

    Totally stuck!

  • 0 in reply to j-fly

    Do not link tables in your form.  Use UDF's in the work table to flow data from transaction data to the form.