"A unique PO/receipt number couldn't be assigned" Error message when you select the PO Number field in the Purchase Order Entry window or when you select the Receipt No. field in the Receivings Transaction Entry window in Microsoft Dynamics GP

This article provides a solution to an error that occurs when you select the PO Number field in the Purchase Order Entry window or when you select the Receipt No. field in the Receivings Transaction Entry window in Microsoft Dynamics GP.

Applies to:   Microsoft Dynamics GP
Original KB number:   968056

Symptoms

When you select the PO Number field in the Purchase Order Entry window in Microsoft Dynamics GP or in Microsoft Business Solutions - Great Plains 8.0, you receive the following error message:

A unique PO number couldn't be assigned. Check the Next Number field in the Purchase Order Processing Setup window.

Or, when you select the Receipt No. field in the Receivings Transaction Entry window in Microsoft Dynamics GP or in Microsoft Business Solutions - Great Plains 8.0, you receive the following error message:

A unique receipt number couldn't be assigned. Check the Next Number field in the Purchase Order Processing Setup window.

Cause

This problem has one or more of the following causes:

Cause 1

The next purchase order number or the next receipt number in the Purchase Order Processing Setup window has already been used. To resolve this problem, see resolution 1.

Cause 2

The Next Number field for purchase orders or for receipts in the Purchase Order Processing Setup window doesn't contain enough leading zeros to increment to the next number. To resolve this problem, see resolution 1 and resolution 2.

Cause 3

The regional and language options on the workstation differ from those settings on the server. To resolve this problem, see resolution 3.

Cause 4

The data in the Purchase Order Processing Setup window is damaged. See resolution 4.

Resolution

To resolve this problem, use one of the following resolutions.

Resolution 1: Increase the next purchase order number or the next receipt number by one

To use this method, follow these steps:

1. Start the Support Administrator Console, Microsoft SQL Query Analyzer, or SQL Server Management Studio. To do it, use one of the following methods depending on the program that you're using.

   Method 1: For SQL Server Desktop Engine

   If you're using SQL Server Desktop Engine (also known as MSDE 2000), start the Support Administrator Console. To do it, select Start, point to All Programs, point to Microsoft Administrator Console, and then select Support Administrator Console.

   Method 2: For SQL Server 2000

   If you're using SQL Server 2000, start SQL Query Analyzer. To do it, select Start, point to All Programs, point to Microsoft SQL Server, and then select Query Analyzer.

   Method 3: For SQL Server 2005

   If you're using SQL Server 2005, start SQL Server Management Studio. To do it, select Start, point to All Programs, point to Microsoft SQL Server 2005, and then select SQL Server Management Studio.

   Method 4: For SQL Server 2008

   If you're using SQL Server 2008, start SQL Management Studio. To do it, select Start, point to All Programs, point to Microsoft SQL Server 2008, and then select SQL Server Management Studio.

2. Run the following scripts against the company database to determine the largest purchase order number that is used.

   SELECT max (PONUMBER) as 'max po number: WORK' FROM POP10100
   SELECT max (PONUMBER) as 'max po number: HIST' FROM POP30100
   

   Run the following scripts against the company database to determine the largest receipt number that is used.

   SELECT max (POPRCTNM) as 'max receipt number: WORK' FROM POP10300 
   SELECT max (POPRCTNM) as 'max receipt number: HIST' FROM POP30300
   

3. Run the following scripts against the company database to determine the next purchase order number.

   SELECT PONUMBER as 'next PO number' FROM POP40100
   

   Run the following scripts against the company database to determine the next receipt number.

   SELECT POPRCTNM as 'next receipt number' FROM POP40100
   

   Note

   • Table POP10100 is the Purchase Order Work table.
   • Table POP30100 is the Purchase Order History table.
   • Table POP10300 is the Purchasing Receipt Work table.
   • Table POP30300 is the Purchasing Receipt History table.
   • Table POP40100 is the Purchasing Setup Table table.

4. In the Purchase Order Processing Setup window, make sure that the next purchase order number or the next receipt number is greater than the value that you obtained in step 2.

5. Use the appropriate method for your version of the program:

   • Microsoft Dynamics GP 10.0

     Select Microsoft Dynamics GP, point to Tools, point to Setup, point to Purchasing, and then select Purchase Order Processing.

   • Microsoft Dynamics GP 9.0 or Microsoft Great Plains 8.0

     Select Tools, point to Setup, point to Purchasing, and then select Purchase Order Processing.

Resolution 2: Add leading zeros to the next purchase order or receipt number

If the purchase order number or the receipt number doesn't increment, add leading zeros to the next purchase order number or to the next receipt number. To do it, follow these steps:

1. Use the appropriate method for your version of the program:

   • Microsoft Dynamics GP 10.0

     On the Microsoft Dynamics GP menu, point to Tools, point to Setup, point to Purchasing, and then select Purchase Order Processing.

   • Microsoft Dynamics GP 9.0 or Microsoft Great Plains 8.0

     On the Tools menu, point to Setup, point to Purchasing, and then select Purchase Order Processing.

2. In the Next Number column, enter leading zeros to the values in the following fields:

   • Purchase Orders
   • Receipts

3. Select OK.

Resolution 3: Change the regional format options and language

Change the regional format options and language so that the settings match the same settings on the server. To do it, follow these steps:

1. On the workstation, select Start, and then select Run.
2. Type intl.cpl , and then select OK.
3. Repeat steps 1 and 2 on the server.
4. Verify that the settings in the Regional and Language Options window on the workstation match the same settings on the server.

Resolution 4: Change the Purchasing Setup Table table

Change the Purchasing Setup Table table to resolve the problem. You can either use the Enable Identity Insert option to avoid duplicate records, or you can re-create the table. To do it, use the appropriate method.

Method 1: Avoid duplicate records in the Purchasing Setup Table table (POP40100)

To avoid duplicate records in the Purchasing Setup Table table (POP40100) in the future, select the Enable Identity Insert option when you use Data Transformation Services (DTS) or the SQL Server Import and Export Wizard to transfer data from one database to another database.

Method 2: Re-create the Purchasing Setup Table table (POP40100)

Method 2A: Use the Professional Services Tools Library (PSTL) toolkit

1. Install the PSTL toolkit. To do it, follow these steps:

   1. For more information about the Professional Services Tools Library, use one of the following options:

      Customers:
      For more information about PSTL, contact your partner of record. If you don't have a partner of record, visit Microsoft Pinpoint to identify a partner.

      Partners:
      For more information about PSTL, visit Partner Network.

   2. Copy the Professional Services Tools Library .cnk file to the Microsoft Dynamics GP directory or the Microsoft Great Plains 8.0 directory on the computer that is running Microsoft Dynamics GP or Microsoft Great Plains 8.0.

   3. Sign in to Microsoft Dynamics GP or to Microsoft Great Plains 8.0. When you're prompted to include new code, select Yes.

2. Select the PSTL toolkit shortcut on the shortcut bar to initialize the tables.

   Note

   If the PSTL toolkit shortcut does not appear on the shortcut bar, add the shortcut. To do this, follow these steps:

   1. Use the appropriate method for your version of the program.

      • Microsoft Dynamics GP 10.0

        Select Layout. Make sure that the Navigation Pane option is selected.

      • Microsoft Dynamics GP 9.0 or Microsoft Great Plains 8.0

        Select View, and then select Navigation Pane.

   2. Use the appropriate method for your version of the program.

      • Microsoft Dynamics GP 10.0

        Right-click Shortcuts, point to Add, and then click Add Window.

      • Microsoft Dynamics GP 9.0 or Microsoft Great Plains 8.0

        Select Add, and then select Other Window.

   3. Expand Technical Service Tools, expand Project, select Professional Services Tools Library, and then select Add.

   4. Select Done.

3. When you're prompted to enter utilities registration code, select OK.

4. Select Toolkit, and then select Next.

5. Select Recreate SQL Objects, and then select Next.

6. In the Series list, select Purchasing.

7. In the Table list, select table POP40100.

8. Select Recreate Selected Table.

9. Select the Recreate data for selected table(s) check box.

10. Select Perform Selected Maintenance.

Method 2B: Run the SQL Maintenance function

1. Print the POP Setup List report to obtain the current setup information. To do it, follow these steps:

   1. Select Reports, point to Purchasing, and then select Setup/Lists.
   2. In the Purchasing Setup Reports window, select Purchase Order Proc Setup in the Reports list, specify the report option, and then select Print.

   Note

   The Purchasing Setup Table table will remain empty until the information is re-entered in the Purchase Order Processing Setup window.

2. Use the appropriate method for your version of the program.

   • Microsoft Dynamics GP 10.0

     Point to Maintenance on the Microsoft Dynamics GP menu, and then select SQL.

   • Microsoft Dynamics GP 9.0 or Microsoft Great Plains 8.0

     Point to Maintenance on the File menu, and then select SQL.

3. In the Database list, select the company database that you use.

4. In the Name column, select Purchasing Setup Table.

5. Select the following check boxes:

   • Recompile
   • Update Statistics
   • Drop Table
   • Create Table
   • Drop Auto Procedure
   • Create Auto Procedure

6. Select Process.