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Weird - my invoice form

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    #1

    Weird - my invoice form

    I am entering invoices in my database. I can enter any new invoice, but I was up to # 24999 and everytime I try to create a new invoice with that invoice #, when I get to the items, there is already an item in it! The totals for that item is already there also.

    I saved it - deleted it - and tried again and the same thing happens.

    I try to delete the item on the invoice and get an error message - "read past end of file"

    I can enter a new invoice (25000) or anything after that (and was able to enter 24997, 24998, etc. It's just the 24999 that is giving me fits.

    If I save it anyway, then go to browse the invoices, I can delete it, but when I create a new one, the same thing happens.

    Why is this particular invoice # acting so crazy?

    Thanks.

    Carol
    Tags: None
    #2
    Re: Weird - my invoice form

    After deleting, did you pack the tables???

    If there are invoice items in an item file with that same invoice #, then you might also have a problem.

    I would suggest back up both files.

    open the invoice file, and delete the offending record.

    open the invoice item file and delete any items associated with that invoice.

    Pack both files.

    Now try to enter the invoice.

    Tom

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      #3
      Re: Weird - my invoice form

      Thank you! I did what you said and all is well now.

      Carol

      Comment

        #4
        Re: Weird - my invoice form

        Hi, I have a problem with invoice items which appear to be getting moved to wrong invoices. I have set up my sets and links as per Alpha Sports. Data is correct for a few weeks then when I go back to reprint an invoice the items on the invoice belong to an invoice a few numbers away. I think this has something to do with recnos,(which I can't see and I don't touch). I often have to delete items off an invoice and sometimes whole invoices and I do repack,but I don't know when I'm supposed to repack or which tables. The invoice header table is always correct ie invoice to customer relation is correct. Item to invoice is the problem. I've been doing Inv_header and inv_items repacks. I don't know how to simmulate the problem because I don't know it has happened until I try and reprint. Can anybody try (with this little information provided) to point me in the right direction and explain pack tables to me so I can see were I have gone wrong? IE if I delete an item do I have to pack immediatley, can I setup something to do an auto pack?
        Hmm, just had a thought, if I delete an invoice from my main invoicing form, will the embedded, items browse delete the items from it's table?

        Regards
        Richard

        Comment

          #5
          Re: Weird - my invoice form

          Richard, ordinarily my first thought would be that you should simply re-build the indexes (re-index) the header and items tables. Certainly that's worth doing. But your mention of recnos is troubling. Are you using record numbers as the link field in your invoice set?

          Comment

            #6
            Re: Weird - my invoice form

            I don't use recnos at all. I just thought that Alpha works with recnos behind the scene and that is why data is rearranged. I have done nothing with respect to indexing at all. As you can tell I'm new to this.

            Comment

              #7
              Re: Weird - my invoice form

              Ok, let me try to answer some of your questions.

              Typically you would not pack your table after each delete. This is something that would be done as a matter of ongoing maintenance occasionally. Perhaps once a quarter, for example. And, only after making a good backup to save the records marked for deletion that would then be wiped out forever. If this isn't clear, read up on "packing" in the help file. It's important to understand what happens when a record is deleted. And then what else happens when the table is packed. A few minutes studying the User Guide here will pay dividends. Holler if you can't find the material.

              Deleting a record from one table ordiinarily has no effect on records in a second table. So, ordinarily if you delete the invoice header record from the header table, the related child table records in the Items table remain in place. Alpha Five permits you to override this "typical" behavior by "enabling referential integrity" in the specifications for the set that links the two tables. If RI is enabled then the child table records should be deleted when the user deletes the header record. Referential Integrity is not something I recommend, especially in a networked multi-user setting. I prefer to "cleanup" the related child tables with my own script.

              If you delete a header table record and do not delete the related children in the Items table you've left behind "orphaned" child table records. This will not be a problem UNLESS you create a new parent table record and give it the former parent's id number. If you do that then the orphaned records will be "adopted" so to speak by the new parent even when you don't want that to happen. Might this explain what you're seeing?

              Comment

                #8
                Re: Weird - my invoice form

                Tom, Thanks for your help so far. The link invoice_items to the parent invoice_header is using RI. I have seen the 'orphan thing with other tables. That confused me till now. I've been going through a browse that displays all invoices and their items and the items seem to be all over the place. I thought I would be able to find a pattern like all need to be moved down by say 3 or 5 but that is not the case. Some are 1 too high and some are 5 etc etc...I might have to re-enter all 600 invoices. However I still won't know what caused the problem. I'll certainly read up on packing though. I'll have to read up on indexing as well. I thought that was only if you need to do faster lookups.
                Regards Richard

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