cancel
Showing results for 
Search instead for 
Did you mean: 
Highlighted
Level 2

Muli-User QB Invoice and PO Numbers Change when 2 People are Entering Information

We have a Multi-User license of QuickBooks Pro. Before one of the updates we had no problems entering information out of sequence in Purchase Orders and Customer Invoices. However, when two of my bookkeepers are both entering Purchase Order OR Customer Invoices they enter the Date, Number, customer info, etc... however if the other person hits save and new while the other person is also on the PO or Invoice screen, their number changes from what they MANUALLY put in. We do not follow a sequence as our system for handling ecommerce orders has declined orders, quotes, and sample requests (all zero dollar amounts that will never be entered in QB) so our PO's for actual item orders skips numbers. For this reason they are both entering PO's at the same time from our Ecomm system then then bill, the customer invoice, then payment info. It's very frustrating since they both need to be able to manually enter the PO or the Invoice number generated from our Ecomm system. When they are both entering whoever saves first the other persons number changes, EVEN IF they've manually entered another number. It will put a message on the screen saying the number has been changed to XXXXXX because another user has entered an order. Is there any way to stop this? 

Solved
Best answer 08-21-2018

Accepted Solutions
Level 1

Re: Muli-User QB Invoice and PO Numbers Change when 2 People are Entering Information

ClayJ,

 

I did get a hold of someone in CS at the time.  First I was told that no one else has reported this issue, and I directed them to this thread and another I had found online.  Then they told me this is just how QB works and there is nothing I can do to override it.  If I want to ensure that this issue does not happen, I should not have two people entering invoices at the same time, or let QB choose my invoice number.  My response was I CANNOT let QB assign the invoice number as these are already pre-determined with a delivery ticket.  Also, what is the point of paying for multi-user? (especially the high price through Right Networks)  The whole point (in my situation) was to have someone help with the entering of stacks of invoices, which we must do at the same time.

 

Thank you for your help though.

View solution in original post

QuickBooks Team

Re: Muli-User QB Invoice and PO Numbers Change when 2 People are Entering Information

Hello again, @KenCanToo.

 

Thank you for getting back to me and letting me know how to rebuild and verify went. I want to reassure you that the system can handle multiple users entering invoices at one time. I have a few recommendations to pass along if you'd like to try them: deleting the .tlg file, running the Advanced File Doctor, and verifying the network is fully set up for hosting. I've included steps down below on how to perform these steps:

 

The .tlg file is a tag-along file that is created wherever the company file is stored When used in multi-user mode, all workstations send data to the .tlg file, and then it is sent to the company file. Occasionally, a .tlg file can become damaged and needs to be recreated. Here's how:

  • Open the folder the houses your company file on the hosting computer.
  • Look for a file with the extension ".tlg" and right-click it.
  • Select Delete to delete the file. 
  • Launch QuickBooks into multi-user mode once more.

 

After performing these steps, a new .tlg file will be created. Try entering transactions once more. If you're still running into that message, proceed to the next set of steps:

 

The QuickBooks File Doctor is a tool you will download that fixes many issues with a company file beyond what a rebuild and a verify can do. You can find the support article for the File Doctor can be found here

 

As for verifying the multi-user set up, I have a very helpful link that goes over how to set up QuickBooks so there are no issues with a multi-user environment. Sometimes when the hosting is not set up fully, you can encounter similar error messages. I previously referenced this article in an earlier post, but I've attached it once more so you can easily find it, here.

 

@rshetler, if you have any specific questions about multi-user mode or anything specific to QuickBooks, don't hesitate to ask. That goes for you, too, @KenCanToo. If you have any questions about this information, don't hesitate to reach out to me as well. I'll be here awaiting your responses.

 

View solution in original post

13 Comments
Anonymous
Not applicable

Re: Muli-User QB Invoice and PO Numbers Change when 2 People are Entering Information

Hi there, KenCanToo.


Thank you for sharing this with the Community. Let me help you fix this issue.


If this only occurs after doing the update, this may be a case of data corruption. We can fix this by following the troubleshooting steps in this article: Resolve data damage on your company file.


You can also check the Top data damage errors in QuickBooks Desktop with their corresponding fix. If you still experience the same issue, it’d be best to contact Ecomm system’s support to investigate this further.


Let me know if this helps. I’m here to help you if you have other concerns.

 

Level 1

Re: Muli-User QB Invoice and PO Numbers Change when 2 People are Entering Information

lilyC did this solve your problem?  We are new to multi-user and was entering invoices at the same time (for the first time today) and we received this same message.  I have been on hold for 1hr, 12 minutes so far for CS, but looking online for quicker solutions.  I have not had an update to trigger this as far as I know, but like I said this is the first time we've tried to both enter a stack of invoices at the same time.

QuickBooks Team

Re: Muli-User QB Invoice and PO Numbers Change when 2 People are Entering Information

Hello, @blbruner


I've got you from here. I'm committed to getting you back up and running, because I want you to be able to use QuickBooks to it's fullest. You mentioned that you had already been on hold with Customer Service. I hope they were able to assist you, but just in case, I'll go over some steps I believe will help you with this. This issue could be stemming from how the server is set up for Multi-User Mode. Here's how you can check that: 

Firewall:

Note: these steps have to be performed on the computer hosting the company file.

  • On your keyboard, press the Windows Key+R to bring up a prompt.
  • Type in wf.msc to pull up the firewall.
  • Once the firewall is up, on the left, right-click Outbound Rules, and select New Rule.
  • Click Ports and select Next.
  • Choose TCP and in the specific local ports box, enter the following ports:
    • QuickBooks Desktop 2018: 8019, 56728, 55378-55382
    • QuickBooks Desktop 2017: 8019, 56727, 55373-55377
    • QuickBooks Desktop 2016: 8019, 56726, 55368-55372
    • QuickBooks Desktop 2015: 8019, 56725, 55363-55367
  • Select Next and click Allow the Connection.
  • Choose Next to enter a name in the name field (QBxx Outbound) and click Finish.
  • Repeat the first 7 steps for the Inbound Rules.

If you're still having issues, I'm attaching an article with additional troubleshooting steps: https://community.intuit.com/articles/1502150-error-h101-h202-h303-or-h505-when-opening-your-company... . If you feel uncomfortable performing any of these steps, feel free to reach out to me, or an IT professional. I hope this helps. Keep me posted on your progress.

Level 2

Re: Muli-User QB Invoice and PO Numbers Change when 2 People are Entering Information

I did both things that you suggested in your reply. Let me clarify what is happening. We have Multi User QuickBooks Desktop Pro 2017 Release R10P. 

Our business is mainly ecommerce with multiple websites making sales. We sell both printed (Forms, Pens, Banners) and un-imprinted products (Shopping Bags, Tissue Paper, Blank Envelopes) so imprinted products take longer to ship than those that are un-imprinted and are just pick and pack.  When orders come in here are the steps we take in QuickBooks:

Enter a Purchase Order (if more than one user is on the PO Screen it automatically changes the PO # and this is a HUGE problem.) If it changes like in the attached picture, we have to go find it and correct it because that is our document/order number from our website.

We enter the BILL and pull the Purchase Order that corresponds.

We enter the Customer Invoice (if more than one user is on the Invoice Screen it automatically changes the # and this is a HUGE problem as well.) Same thing as the PO number changing. 

We enter the Payment Information from the Credit Card Transaction Authorization.

 

What happens is when 2 people are entering 2 different Invoices's (or Purchase Orders) at the same time. The first person saves, when the 2nd person goes to save they get a pop up comes up like in the picture. We type the numbers in because those are the numbers they have to be. Why would QuickBooks have multi user permissions on the program then force a change on the numbering?

 documentnumber.gif

Level 2

Re: Muli-User QB Invoice and PO Numbers Change when 2 People are Entering Information

We've tried everything you suggested. Here's what we get while 2-3 people are all entering at the same time:

documentnumber.gif

 

Why is it automatically changing a Number that they TYPE in? We can't have it change the number because that is our PO or Invoice number that we HAVE to use. It automatically is changing it to something else and we need this to stop.

QuickBooks Team

Re: Muli-User QB Invoice and PO Numbers Change when 2 People are Entering Information

Hello again, @KenCanToo.

 

Thank you for attempting the steps I suggested and clarifying further. Have you had a chance to also look over the articles @Anonymous mentioned? It sounds as though you are encountering data damage within the file because multiple users are running into the same message.

 

From the articles, I recommend running a rebuild and a verify on your data. This will check for, fix, and diagnose any issues within the file. Give these steps a try and come back to the Community if you're still seeing the same error message. I'll be on standby, waiting for your response.

Level 1

Re: Muli-User QB Invoice and PO Numbers Change when 2 People are Entering Information

ClayJ,

 

I did get a hold of someone in CS at the time.  First I was told that no one else has reported this issue, and I directed them to this thread and another I had found online.  Then they told me this is just how QB works and there is nothing I can do to override it.  If I want to ensure that this issue does not happen, I should not have two people entering invoices at the same time, or let QB choose my invoice number.  My response was I CANNOT let QB assign the invoice number as these are already pre-determined with a delivery ticket.  Also, what is the point of paying for multi-user? (especially the high price through Right Networks)  The whole point (in my situation) was to have someone help with the entering of stacks of invoices, which we must do at the same time.

 

Thank you for your help though.

View solution in original post

QuickBooks Team

Re: Muli-User QB Invoice and PO Numbers Change when 2 People are Entering Information

Hey there, @blbruner.

 

Thank you for sharing about your call to customer support. I want you to be able to use QuickBooks the way you need to. I feel performing a rebuild and verify can be beneficial to you getting a more desirable outcome. I'm attaching steps for how to do both down below:

 

Run the Rebuild Data utility

  • Go to the File menu, then select Utilities Rebuild Data.
  • On the QuickBooks Information window, select OK. Follow the prompts to save a backup.
  • Select OK when you see Rebuild has completed.

Run the Verify Data utility

  • Go to the File menu, then select Utilities Verify Data.
  • If you see QuickBooks detected no problem with your data, select OK. You may continue using your company file.
  • If Verify finds an issue with your data, you will be prompted to Rebuild Now or View Errors. Select Close, then perform the steps below.
    Important: Continue with the following steps if you are comfortable reviewing the QBWin.log or the QuickBooks.log file. Otherwise, you may contact support for additional help.

 

Give these steps a try when you have the chance. If you have any questions about this information or anything else QuickBooks, feel free to reach me.

Level 2

Re: Muli-User QB Invoice and PO Numbers Change when 2 People are Entering Information

@ClayJ I did do the Rebuild as well as the Verify - NO Errors found in the file. I believe @blbruner is correct. There is NO way to turn off the auto number as it's designed with the QuickBooks PROGRAM to do so.  So WHAT is the point of Multi-User? If just one person did Purchase orders and only one person did Invoicing there would be no problem. However, I think this is where QuickBooks hits it's ceiling for "Small Business" and it's time to research a larger accounting package that can truly handle Multi-User entry. I've seen the work-around to remove the number box from the layout and insert a text box but then trying to search is ridiculously hard. Until we decide to choose a larger more functional package, our people will just have to pay attention and go back and change the numbers. Very annoying and time consuming, but at least it warns you that it did make the change. Thanks for all the help trying to figure it out. I just didn't want to start looking for another package if there was some simple checkbox I was missing. Thank You All!

Level 1

Re: Muli-User QB Invoice and PO Numbers Change when 2 People are Entering Information

I'm interested in buying the multi-user but have the same concerns & needs you have. Let me know if you found a package that provides the solution. Thanks for your info.


@KenCanToo wrote:

@ClayJ I did do the Rebuild as well as the Verify - NO Errors found in the file. I believe @blbruner is correct. There is NO way to turn off the auto number as it's designed with the QuickBooks PROGRAM to do so.  So WHAT is the point of Multi-User? If just one person did Purchase orders and only one person did Invoicing there would be no problem. However, I think this is where QuickBooks hits it's ceiling for "Small Business" and it's time to research a larger accounting package that can truly handle Multi-User entry. I've seen the work-around to remove the number box from the layout and insert a text box but then trying to search is ridiculously hard. Until we decide to choose a larger more functional package, our people will just have to pay attention and go back and change the numbers. Very annoying and time consuming, but at least it warns you that it did make the change. Thanks for all the help trying to figure it out. I just didn't want to start looking for another package if there was some simple checkbox I was missing. Thank You All!


 

QuickBooks Team

Re: Muli-User QB Invoice and PO Numbers Change when 2 People are Entering Information

Hello again, @KenCanToo.

 

Thank you for getting back to me and letting me know how to rebuild and verify went. I want to reassure you that the system can handle multiple users entering invoices at one time. I have a few recommendations to pass along if you'd like to try them: deleting the .tlg file, running the Advanced File Doctor, and verifying the network is fully set up for hosting. I've included steps down below on how to perform these steps:

 

The .tlg file is a tag-along file that is created wherever the company file is stored When used in multi-user mode, all workstations send data to the .tlg file, and then it is sent to the company file. Occasionally, a .tlg file can become damaged and needs to be recreated. Here's how:

  • Open the folder the houses your company file on the hosting computer.
  • Look for a file with the extension ".tlg" and right-click it.
  • Select Delete to delete the file. 
  • Launch QuickBooks into multi-user mode once more.

 

After performing these steps, a new .tlg file will be created. Try entering transactions once more. If you're still running into that message, proceed to the next set of steps:

 

The QuickBooks File Doctor is a tool you will download that fixes many issues with a company file beyond what a rebuild and a verify can do. You can find the support article for the File Doctor can be found here

 

As for verifying the multi-user set up, I have a very helpful link that goes over how to set up QuickBooks so there are no issues with a multi-user environment. Sometimes when the hosting is not set up fully, you can encounter similar error messages. I previously referenced this article in an earlier post, but I've attached it once more so you can easily find it, here.

 

@rshetler, if you have any specific questions about multi-user mode or anything specific to QuickBooks, don't hesitate to ask. That goes for you, too, @KenCanToo. If you have any questions about this information, don't hesitate to reach out to me as well. I'll be here awaiting your responses.

 

View solution in original post

Level 1

Re: Muli-User QB Invoice and PO Numbers Change when 2 People are Entering Information

Since my last QB update was installed, I am having a similar issue to the one originally reported.  I have a single user license.  My invoice numbering system is simple, based on the date and a sequential numeric tag for the invoices entered on the same date.  Prior to the update, I only had to manually enter the first one and then QB would automatically apply the sequence.  Now, I manually enter the first number.  Then QB seems to be applying auto-sequence for me but when I recheck, it has changed the first few characters to '100409' instead of '190409' (for example on 04/09/19).  So I have to constantly recheck and re-enter the correct invoice numbers.  Is there any way to modify this new behavior?  Or any insight into why this change was implemented?  Very disruptive.

QuickBooks Team

Re: Muli-User QB Invoice and PO Numbers Change when 2 People are Entering Information

Appreciate the complete details of your concern, @DRResources.

 

There are two ways to fix the invoice number recorded in QuickBooks.

 

Here's how:

  • Create a new invoice and assign the correct number. Once you save the invoice, the system will reset the invoice number and will use the next sequence of invoice number the moment you create a new invoice.
  • Create a dummy invoice and delete it.
    1. Click Customer.
    2. Choose Create Invoice.
    3. In the Invoice # field, enter a number one less than the correct invoice number.
    4. Click Save and New.
    5. Look for the dummy invoice.
    6. Click Delete Invoice.

If issue persist, I'd recommend contacting our Customer Care Team. An agent will be able to further check on your invoicing concerns via secured environment.

 

Here’s how:

  1. Go to Help.
  2. Choose QuickBooks Desktop Help.
  3. Click on the Contact us link.
  4. Choose Search for something else.
  5. Type in a keyword about your concern.
  6. Hit Submit.
  7. Click on the Start a Message button.

Stay in touch with us here in the Community and let us know how it works. I'm always here to help you with creating invoices in QuickBooks Desktop.

Need to get in touch?

Contact us