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Error message when you try to inactivate a customer in SOP

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This article provides a solution to an error that occurs when you try to inactivate a customer in SOP.

Applies to:   Microsoft Dynamics GP
Original KB number:   2743701

Symptoms

When you try to set a customer to inactive in the Customer Maintenance window, you receive the following error:

"You cannot inactivate a customer record with unposted or posted transactions."

Cause

This problem/behavior occurs when there are open Sales Order Processing or Receivables Management (not yet in history) transactions still in GP for the customer you're trying to inactivate.

The system will only allow you to successfully mark Inactivate for a Customer ID in the Customer Maintenance window if you don't have any unposted transactions and if the posted transactions are in History.

Resolution

You need to see if there are any OPEN Receivables Management transactions or unposted Sales Order Processing transactions for the customer. To resolve this problem, follow these steps:

  1. Navigate to the Receivables Transaction Inquiry - Customer window. To get to this window, go to the Inquiry menu, point to Sales, and then select Transaction by Customer.

  2. Enter the customer ID and mark the Open checkbox only. Then select Redisplay.

  3. If there are any RM transactions with an Origin of OPEN, then you won't be able to inactivate this customer until the transactions are moved to history.

  4. To move them to history, you'll need to run the Paid Transaction Removal routine on this customer. Before running the Paid Transaction Removal routine, you'll want to make sure you're maintaining history on the customer by looking at the Customer Maintenance Options window. To get to this window, go to the Cards menu, point to Sales, select Customer, select your customer, and then select Options.

  5. Make sure the checkboxes in the Maintain History section are marked. If they're unmarked and you run the Paid Transaction Removal routine, the transactions for this customer will be removed from the system instead of being moved to history.

  6. Run Paid Transaction Removal by navigating to the Microsoft Dynamics GP menu, point to Tools, point to Routines, point to Sales, and then select Paid Transaction Removal.

  7. In the Paid Transaction Removal routine window, enter the customer ID in the From and To fields, and select Process.

Next we'll check to see if there are any unposted SOP transactions for this customer, using these steps:

  1. Navigate to the Sales Order Processing Document Inquiry window. To get to this window, go to the Inquiry menu, point to Sales, and then select Sales Documents.

  2. Change the Documents drop down to by Customer ID and enter the customer you're trying to inactivate in the From and To fields.

  3. Mark the Unposted option and select Redisplay.

  4. If there are any transactions showing, they'll need to be moved to history or removed from the system before you can inactivate the customer.

  5. To move SOP transactions to history, you can use the Reconcile - Remove Sales Documents utility. To get to this window, go to the Microsoft Dynamics GP menu, point to Tools, point to Utilities, point to Sales, and then select Reconcile-Remove Sales Documents.

  6. Mark the Remove Completed Documents option and enter the transaction in the From and To fields. Select Process.

Note

If you don't have the Maintain History checkboxes marked for this customer in the Customer Maintenance Options window, this utility will remove the transaction from the system instead of moving it to history.

After taking care of any unposted transactions and any posted transactions that aren't in history, you should be able to inactivate the customer without error.