Error message when you try to enter a document in the Payables Transaction Entry window in Microsoft Dynamics GP: "Document Already Exists"

Applies to: Dynamics GP 2010Dynamics GP 2013Microsoft Dynamics GP 2015

SYMPTOMS


When you try to enter a document in the Payables Transaction Entry window in Microsoft Dynamics GP or in Microsoft Business Solutions - Great Plains, you receive the following error message:

Document Already Exists.

This problem occurs if the following conditions are true:

• You are interrupted when you try to add a document in the Payables Transaction Entry window.
• After the interruption, the document is not displayed in the Payables Transaction Inquiry window.
• Then, you try to type the same document number in the Payables Transaction Entry window.

    CAUSE


    This problem occurs because a record for this document was added to the PM Key Master table (PM00400). But, a record for this document was not added to the PM Transaction Work table (PM10000).

    RESOLUTION


    To resolve this problem, remove the record from the PM00400 table. To do this, follow these steps.

    Note Before you follow the instructions in this article, make sure that you have a complete backup copy of the database that you can restore if a problem occurs.
    1.

    Use the appropriate step, depending on whether you are using Microsoft SQL Server or Microsoft SQL Server Desktop Engine (also known as MSDE 2000):

    • If you are using Microsoft SQL Server 2005, start SQL Server Management Studio. To do this, click Start , click All P rograms , click Microsoft SQL Server 2005 , and then click SQL Server Management Studio .
    • If you are using Microsoft SQL Server 2000, start SQL Query Analyzer. To do this, click Start , click Programs , click Microsoft SQL Server , and then click Query Analyzer .
    • If you are using MSDE 2000, start Support Administrator Console. To do this, click  Start , click  Programs , click  Microsoft Administrator Console , and then click  Support Administrator Console .
    • If you are using Microsoft SQL Server 2008, start SQL Query Analyzer. To do this, click  Start , click  Programs , click  Microsoft SQL Server 2008 , and then click  SQL Server Management Studio .
    • If you are using Microsoft SQL Server 2008 R2, start SQL Server Management Studio. To do this, click  Start , click All Programs , click  Microsoft SQL Server , 2008 R2 and then click SQL Server Management Studio .
    • If you are using Microsoft SQL Server 2012, start SQL Server Management Studio. To do this, click  Start , click   All Programs , click  Microsoft SQL Server 2012 , and then click  SQL Server Management Studio .



       
    2. Run the following statements against the company database to verify what table the document exists in:
    select * from PM00400 where CNTRLNUM = 'XXXX' and VENDORID = 'VVVV'select * from PM10000 where VCHRNMBR = 'XXXX' and VENDORID = 'VVVV' 
    Note Replace the XXXX placeholder with the voucher number. Replace the VVVV placeholder with the vendor ID.
    3. Confirm that the results are for the transaction that was interrupted. and that the condition exists where the document exists in the PM00400 PM Keys table and not in the PM10000 Transaction Work table. 
    4. Once you have confirmed that the problem is that the document exist in the PM Keys table and not the PM Transaction work table, you can run the following statement against the company database to remove it from the PM Keys table:
    delete PM00400 where CNTRLNUM = 'XXXX' and VENDORID = 'VVVV' 
    Note Replace the XXXX placeholder with the voucher number. Replace the VVVV placeholder with the vendor ID.