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Error message when you transfer a requisition to a purchase order in Microsoft Dynamics GP: "Unable to add entity because it already exists"

  • Article

This article describes an issue where you can't transfer a requisition to a purchase order in Microsoft Dynamics GP.

Applies to:   Microsoft Dynamics GP
Original KB number:   952224

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Symptoms

When you transfer a requisition to a purchase order in Microsoft Dynamics GP, you receive the following error message:

Unable to add entity because it already exists

Cause 1

The value in the Next Purchase Order Number field in the Purchase Order Processing Setup window has already been used on a purchasing document. See Resolution 1.

Cause 2

Invalid records exist in the MulitUserManager table that reference the next purchase order number. See Resolution 2.

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.

Resolution 1

  1. Check the POP10100 table and the POP30300 table for the last purchase order number used in the system by following 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, click Start, point to All Programs > Microsoft Administrator Console, and then click Support Administrator Console.

      Method 2: For SQL Server 2000

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

      Method 3: For SQL Server 2005

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

    2. Run the following scripts against the company database:

      select MAX (PONUMBER) from POP10100

      select MAX (PONUMBER) from POP30100

    3. Use the results from step b to find the largest purchase order number.

  2. Follow the appropriate step:

    • In Microsoft Dynamics GP 10.0, on the Microsoft Dynamics GP menu, point to Tools > Setup > Purchasing, and the click Purchase Order Processing.
    • In Microsoft Dynamics GP 9.0, on the Tools menu, point to Setup > Purchasing, and then click Purchase Order Processing.

  3. Use the results from step 1 to determine if the value in the Next Purchase Order Number field has already been used. If the value has already been used, then change the value in the Next Purchase Order Number field.

Resolution 2

  1. Have all users exit Business Portal.

  2. 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, click Start, point to All Programs > Microsoft Administrator Console, and then click Support Administrator Console.

    Method 2: For SQL Server 2000

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

    Method 3: For SQL Server 2005

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

  3. Run the following script against the DYNAMICS database

    Delete MultiUserManager

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