Top Reasons why users call ECCA

Agenda Reason for the call: What is the question or problem? Reason for the call: What is the question or problem? Answer or solution for the question or problem – Sometimes there is more than one solution. Answer or solution for the question or problem – Sometimes there is more than one solution. Results from common mistakes. Results from common mistakes.

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#1 Not able to assign a Pickup Date to an order due to outside range of Transaction Close and End Dates.

Solution Recheck the date you tried to assign, and use a different date if the date was entered incorrectly. Reset the Transaction Close and End Dates.

How to reset Transaction Close and End Dates

#2 Can’t post to GL because of “GL Account missing”

Solution Find the record with the missing GL account and enter it. Retry to post AR to GL.

How to find missing GL Account If missing account is related to order detail, go to DSA-Setup-Product Categories

If you have multiple warehouses, check the DSA-Setup-Prod Cat – Whse GL Accts.

If the missing account is related to a Misc. Charge, then go t DSA-Setup Miscellaneous Charges

If the missing account is related to a grant, go to Primarius-Maintenance- Grant Distribution

If you can not find any missing accounts: Check to see if Chart of Accounts may have been modified in GL and the accounts in Primarius did not get updated to account for this.

#3 Can’t post to GL because “Someone else already posting AR to GL”

Solution First make sure that no one is actually posting. Clear the AR to GL flag from the DSA.

#4 Posted payment to incorrect agency Example: The $50 check was posted to the wrong agency. How do I move the payment to another agency? Answer: You cant…

Solution (If deposit is not posted, then delete it) But if deposit is posted you get this message:

1) Create an offsetting transaction to remove the payment from the incorrect agency account: 2) Enter payment again to the correct agency account. Solution

#5 Primarius was installed on a PC, and now it will not open or error occurs. Flash screen comes up but nothing happens.

Solution You may need to launch the DSA from the PC within Windows Explorer. This will write out a registry setting for the user. ECCA on “YourServerName”\PrimariusSvr\

You get the login screen, but Run-Time error 53 occurs after entering your user name and password.

Solution Make sure that Primarius is being launched from the Local “Primarius” folder:

Solution Also you may need to add your server name at the end of the icon target:

#6 Inactive button within a form You may come across a situation where a button is grayed out and inactive when you would expect it to be enabled.  The Add Product Category button on the Product Category tab in the Agency Maintenance window is inactive; therefore, you can't add a new category.  The Add Contact button in the Contacts tab in Agency or Donor Maintenance is inactive and preventing you from adding a new contact.  The Add User Defined button in the User Defined tab for Agency or Donor Maintenance is inactive, preventing you from adding a new user defined code. Examples:

The problem is related to the UGD files. A UGD file is a type of file that saves your window settings, such as column orders and grid sorts. They also save most recent tabs a user accessed. These files enable custom settings so when the user returns to a particular Primarius window, the window is set to the defaults from the UGD files. What is a UGD File? Sometimes these settings do not get reset correctly. This can occur if a user does not exit Primarius properly or a Primarius update uses a different interface for the grids that may conflict with existing UGD files.

Easiest Solution On the Help menu, click Delete UGD Files on the workstation exhibiting this problem. This will enable any grayed out buttons. Reminder: This will remove all of the UGD files and your custom settings.

Alternative Solution Remove only the UGD files related to the tab or form where the problem is.

How to remove one UGD file at a time: Using “My Computer” or “Windows Explorer”, go to C:\Users Find the folder with the same name as the user name that you use to log in to Windows as and open the folder.

… and then go to AppData\Roaming\ECCA\Primarius

Find the “UGD” file in the folder that is mostly likely the file that is causing your problem and Delete it.

#7 Understanding the Inventory Transaction Recap report (ITR) The Inventory Transaction Recap Report (ITR) is a point-in- time report. It is intended to give a view of receipts, distribution, and inventory data for the specified period. This is a snapshot as how the inventory would have looked on the end date, focusing on the Beginning and Ending Balances of Quantity, Gross Weight, and Value of inventory. The individual column totals will not necessary match to totals on Receiving, Distribution and Inventory reports. Because some transactions may have been done that affect other reports differently. WHY?

2 Examples: Receipt Adjustments: If you change the quantity of a product on a receipt dated within the time period after the ending date, receipt reports are affected, however the receipt total on the on the ITR will not change. Order Adjustments: If you change quantity of a product on a confirmed order dated before the ending date, distribution reports are affected, however the order total on the ITR will not change.

Difference of approx. 1,302 pounds Difference in Orders

Finding Difference for Orders: Run the Order Detail Adjustment Audit Report: Find adjustments made after the ITR ending date to orders in the period:

Finding Difference for Orders: Run the Order Detail Adjustment Audit Report again: Find adjustments made to orders within the time period of the ITR to orders which were confirmed before the begin date of the ITR. This time no Optional Selections are required.

Difference in Receipts Difference of approx Lbs

Finding Difference in Receipts Find changes made after the ending date to logs in the period Run the Receipt Quantity Change Audit Report

#8 Product has incorrect weight or Product Category, and got placed on some orders Once a product is placed on a receipt, the unit weight and product category can not be changed.

Solutions Option 1: If error is caught before orders are confirmed: 1) Delete product from all orders. 2) Set receipt quantity to zero. 3) Create a new product ref with correct unit weight and product category. 4) Receive the new product ref and place on all orders.

Option 2: If the error is caught before month end and orders are confirmed: 1) Set the product on every order to zero. 2) Set receipt quantity to zero. 3) Create a new product ref with correct unit weight and product category. 4) Receive the new product ref and place it on all orders.

Option 3: If the error is caught after month end: 1) Create Credit memos and “return” the product for every order. 2) Set receipt quantity to zero. 3) Create a new product ref with correct unit weight and product category. 4) Receive it and place on all orders.

Common mistake Changing quantity of product to zero on confirmed orders dated prior to the current period (instead of using a credit memo). Why is this a mistake? The Distribution totals on prior month’s reports will be changed. Auditors may raise a red flag!

#9 Correcting a receipt quantity #9 Correcting a receipt quantity It is common to enter an incorrect Quantity Received of a product, or to place the incorrect product ref on a receipt. Wrong item got put on Receipt

Solution It is very important that you correct the quantity received of the product to ensure that your Donor Receipts and Receiving reports give accurate information. It is very important that you correct the quantity received of the product to ensure that your Donor Receipts and Receiving reports give accurate information.

#1 common mistake: Correct the on hand quantity using an inventory adjustment.

Here are some results of this mistake: This will correct the inventory for the product, but will not correct the receipt quantity.

The incorrect product or receipt amount will continue to show on reports, including the QPR. All Receipt reports use the Quantity Received field.

Once the correct product is added to the receipt and given a quantity received, the quantity is accounted for twice, resulting in inflated receipt totals.

Correct Solution Zero the quantity received for the incorrect product and add the correct product with correct quantity received:

#10 Product got received with a quantity received that is too high. Now it will not allow you to fix it. The reason why you can not fix the quantity received may be because there is not enough in stock. When the quantity received is reduced, there is an automatic inventory adjustment done to the on hand quantity of the product.

Solution If someone corrected the On Hand by doing an inventory adjustment, you will need to do another inventory adjustment to put the quantity back into inventory.

If the product got placed on orders, you will need to remove the product from the orders to force it back in to stock to allow you to correct the quantity.

Another reason you can not correct the quantity may be that the period the product was received in is “closed”.

Solution You can reopen the period to allow the change, but it is not always advised.

Better Solution Create a Debit Memo for the receipt to remove the product from inventory without affecting a closed period. Example: Only 25 cases were physically received in August. It is now September. Need to remove 6.

Create a Debit Memo:

Quantity on hand on original receipt is reduced by the debit memo.

End of Computer Problems It works!