Phreesoft Support Forum

I was trying to convert a quote in to an invoice.
First I used a "convert to Invoice" button. The new invoice showed the "Paid in Full" on it, which I didn't need. I managed to delete a SO, but not an invoice. Tried to change it, but got myself 3 new paid Invoices and lost the original quote in the process.
Read the forum, understood that I can only delete unpaid invoices. Just as an experiment I've created an unpaid Invoice by doing Customers-> invoices. Got two new invoices with the same invoice numbers which I cannot delete too. Every time I'm trying to delete them I'm getting errors:
1. Error deleting customer/vendor account history record
2. There were errors during processing, the record was not deleted.

Tried to open the Customer Receipt to remove the payment, but I don't have any receipts inside.

Thank you,

OK, Can I somehow delete all transactions for the last week????
In future I will remember to do Backup but what can I do right now?
Whatever I do I always get an error: Trial balance is out of balance.

I see several things going on here.

First, check your database with phpmyadmin and make sure the table type for journal_main and journal_item are of type InnoDB (there are more but these two are the most critical). This is critical.

Next, How did you manage to delete a weeks worth of data. Are you editing the db directly?
I have checks that make sure invoice numbers cannot be duplicated and it surprises me when this happens.

Next, an Invoice will show paid in full if the invoice has a zero total. You should still be able to delete this even with no payment. If there is a payment, you need to delete the payment first, then the invoice.

Next, I don't know where the SO came into the discussion. You converted a quote to an invoice which bypasses the SO. Did you do this in the db directly or through the Sales Order screen?

Dave

Hello Dave,

InnoDB is disabled (MyISAM instead).

I didn't delete the week of data, I was just thinking of doing it. I didn't do anything with the db. Everything was done only through the web interface.

I tried to create an Invoice again. Got two new duplicates again, but this time I was able to delete them. But not the old ones.
Getting the same errors:
Error deleting customer/vendor account history record
There were errors during processing, the record was not deleted.

By the way, I was getting duplicated Quotes too, but they can be deleted, so I didn't care much.

I don't have much data yet (we are pretty small new company), so my be it's easy for me just to reinstall everything and be more careful in future?

Thank you,

You need to enable InnoDB, it is required for processing ALL PhreeBooks transactions. I suggest you either re-install PhreeBooks with InnoDB enabled of convert your tables to InnoDB through phpMyAdmin. You will need to look at the installation sql to see what tables need to be InnoDB.

Dave

Thank you Dave!

Hi,

I am getting this same problem. This time going from an SO to an invoice, I have ended up with 2 duplicate invoices. I cannot delete them,or edit them. If I delete I get the same error messages, if I try to edit them, I get a message saying that the Invoice number is already used, but the invoice number field is uneditable.

I would intitate the invoice again, but the problem is, both invoices have taken the items out of stock, and have left stock levels of certain items at 0. Having taken items out of stock, I simply cannot ignore the troublesome invoices without my stock control becoming out of sync.

Use phpmyadmin and make sure your table types for journal_main and journal_item are InnoDB NOT MySAM!

Dave

Sorry,

should have mentioned that going through this post and others that I have already changed all tables to InnoDB. The problem is still there that I have two duplicated invoices that I cannot delete or edit, and both have decreased the stock levels! Any other pointers gratefully accepted.

Did this happen before3 you changed your tables to InnoDB? If so, you will need to go into the journal_main table and search for the field purchase_invoice_id = 'the duplicate' and manually change one to a new number (I would put a A as a suffix). They will become two different posts and you should be able to delete them. I would delete both and re-generate them to make sure they flush out properly. Also note that you may have other errors in your books, I would recommend running all the validation tools to check your tables.

Dave

Hello Dave,

thanks again for your quick response.

It did happen before I changed the tables. I have done as suggested but I still get the following message whenever I try to either delete or modify/save the Invoices

Error deleting customer/vendor account history record

I fear that if I delete the entries directly in phpmyadmin, things will get completely messed up. Is this the case?

This error occurs because the newly renamed record doesn't have a contact record associated with the post. If your sales numbers look OK and the GL is in balance you should be ok without deleting them. Of course, the customer history record will not have this on sale in it.

The problem could be bigger as without InnoDB, simultaneous records can be posted and multiple db actions happen which may not play well together. The main concern is the GL and if you are able to post more transactions, your core financials should be ok.

Dave