How to resolve "Record already exists error"- Sage 300 ERP

By | February 25, 2013

While using transaction entry screens of Sage 300 ERP (Formerly known as Sage Accpac ERP), sometimes users gets an error “Record already exists”, due to which they will not be able to generate transactions with auto assigned number and needs to manually enter the Document Numbers.


Also Read: Setup your own numbering in Sage 300 using Greytrix Document Numbering

Possible Causes: Generally user gets “Record already exists” error message in the following scenario’s:

1. If  user change Next Number in Options UI, and tries to create a new transaction with auto generated no, it will result in a error message.
2. Sometimes user selects last transaction number and manually increment it with one, then create and post this new transaction. But Standard Sage 300 doesn’t reflect the  same in Next Number field in options UI. So next time if user tries to create a transaction with auto generated no, it will result in a error message.

For example let us consider the PO Purchase Order Transaction assume that last Purchase Order No is PO000025 and Next Document Number for PO Order is PO000026.

1. If  user accidentally change Next Number to PO000025 in PO Options UI, and tries to create a new Purchase Order with auto generated no, it will result in a error message.
2. It may also, happen that the user selected the last order no i.e. PO000025, manually change it to PO000026, create and post the new order. But Standard Sage 300 doesn’t reflect the  same in Next Number field (i.e. it still shows Next Document No as PO000026). So next time if user tries to create a new Purchase Order with auto generated no, it will result in a error message.

Solution: Follow below mentioned steps to get rid of this error and can create transactions successfully.

1. As we would be using Purchase Order Entry as an example, navigate to Purchase Order transaction >> Purchase order Entry and Check the last generated PO number from the purchase order entry screen.

Sage 300 Purchase Order Entry Screen
Purchase Order Entry Screen

2. Then navigate to P/O Set up >> P/O option screen and check the Next number for Purchase Order Number. If it is same as the last PO number, then increment it to the next number and save.

Purchase Order Options Screen
PO Options Screen

Purchase Order Options Next Doc Number Updated
PO Options Next Doc Number Updated

3. Now create new purchase order entry and after posting the same you will be able to create it with PO Number auto incremented to next sequence number. Thus, “Record already exists” error will not occur further.

New Purchase Order Entry
New PO Entry

Posting Completed
Posting Completed

Hence, by following the above simple steps, Users can remove “Record already exists” error occurred in any modules of Sage 300 ERP transaction screen like OE Transactions, A/R  Transactions, and IC Transactions where document number is incremented from next sequence number.

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