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"You cannot bill this line item; Unapproved/Pending change order exist" Error message when you try to bill a cost category in Microsoft Dynamics GP 9.0

  • Article

This article provides a solution to an error that occurs when you try to bill a cost category in Microsoft Dynamics GP 9.0.

Applies to:   Microsoft Dynamics GP
Original KB number:   927697

Symptoms

When you try to bill a cost category in Microsoft Dynamics GP, you receive the following error message:

You cannot bill this line item; Unapproved/Pending change order exist

Note

In this error message, the word "order" is a misspelling for the word "orders."

This problem occurs if the following conditions are true:

  • You create a new contract and a new project and then select Copy Existing Budget on the Extras menu in the Project Maintenance window.
  • You copy a project that has an existing approved change order.
  • The Track Change Orders check box is selected in the Change Order Project Information window.

Resolution

This issue has been fixed in GP 10.0.

Workaround

To work around this problem, 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.

Note

In the statements, the <Number> placeholder is a placeholder for the actual number of the project that you copied.

  1. Run the following SELECT statement against the company database in SQL Query Analyzer.

    select PACHGORDNO, * from PA23401 where PAPROJNUMBER = '<Number>'

    Note

    This statement shows how many valid change orders exist for this project in the PA Change Order Detail Open table.

  2. If the statement in step 1 returns no results, run the following statement to determine whether a change order number is incorrectly assigned to the project in any tables.

    select PACHGORDNO, PATU, * from PA01301 where PAPROJNUMBER = '<Number>'

    Note

    This statement identifies the cost categories to which change orders are assigned in the PA Budget Master table.

  3. If the PACHGORDNO field is blank, the cost category is correct. If the PACHGORDNO field is populated, you receive the error message that is mentioned in the Symptoms section.

    Note

    The value in the PATU field for any rows that return results in the PACHGORDNO field. You will use this information later.

  4. Clear the value in the PACHGORDNO field from this table. To do it, run the following statement.

    update PA01301 set PACHGORDNO = '' where PAPROJNUMBER = '<Number>'

Additionally, this incorrect change order number may be present in the cost transaction line tables. Use the value in the PATU field from step 3 to determine which of the following statements you have to run:

  • If the value in the PATU field is 1, view the PA Timesheet Line History table. To do it, run the following statement.

    select PACHGORDNO, * from PA30101 where PAPROJNUMBER = '<Number>

    • If the PACHGORDNO field is populated, run the following statement to clear the value.

      update PA30101 set PACHGORDNO = '' where PAPROJNUMBER = '<Number>'

  • If the value in the PATU field is 2, view the PA Equipment Log Line History table. To do it, run the following statement.

    select PACHGORDNO, * from PA30201 where PAPROJNUMBER = '<Number>'

    If the PACHGORDNO field is populated, run the following statement to clear the value.

    update PA30201 set PACHGORDNO = '' where PAPROJNUMBER = '<Number>'

  • If the value in the PATU field is 3, view the PA Miscellaneous Log Line History table. To do it, run the following statement.

    select PACHGORDNO, * from PA30301 where PAPROJNUMBER = '<Number>'

    If the PACHGORDNO field is populated, run the following statement to clear the value.

    update PA30301 set PACHGORDNO = '' where PAPROJNUMBER = '<Number>'

  • If the value in the PATU field is 4, view the following tables:

    • PA PO Receipt Line History

    • PA Inventory Transfer Line History

    • PA PO Line History

      To do it, run the following statements:

      select PACHGORDNO, * from PA30601 where PAPROJNUMBER = '<Number>'

      select PACHGORDNO, * from PA31102 where PAPROJNUMBER = '<Number>'

      select PACHGORDNO, * from PA30901 where PAPROJNUMBER = '<Number>'

      If the PACHGORDNO field is populated in any of these tables, run the appropriate statement to clear the value:

      update PA30601 set PACHGORDNO = '' where PAPROJNUMBER = '<Number>'

      update PA31102 set PACHGORDNO = '' where PAPROJNUMBER = '<Number>'

      update PA30901 set PACHGORDNO = '' where PAPROJNUMBER = '<Number>'

  • If the value in the PATU field is 5, view the PA Employee Expense Line History table. To do it, run the following statement.

    select PACHGORDNO, * from PA30501 where PAPROJNUMBER = '<Number>'

    If the PACHGORDNO field is populated, run the following statement to clear the value.

    update PA30501 set PACHGORDNO = '' where PAPROJNUMBER = '<Number>'

Status

Microsoft has confirmed that it's a problem in the Microsoft products that are listed in the Applies to section. A fix for this issue was included in Microsoft Dynamics GP 10.0.