GLBatchID already exsits for (Purchase Orders)

Error

A GL BatchID already exists for <PO Number> which is a result of that Purchase Order and Receiving Slip, already being sent to your accounting package. 

Applies to: ConnectWise Manage, Xero, QuickBooks Online

How can this happen?

This error can occur when:

  • The Purchase Order has already been fully received but was then re-opened, adjusted and closed again.
  • The Purchase Order has been Unbatched via the Purchase Order Menu option (More > Unbatched) or the Product on the PO has been unbatched from Product Menu > More > Unbatched.

Solution

  • As there are already items received with the same PO# and packing slip ID, however, the record in your accounting package is missing the additional items that are yet to sync, then the process is to either set the compliance level to Warn or Delete the Open Batch in the Accounting Interface.
    1. Set the Compliance Level to Warn. This will create a separate record on your accounting package.
      1. In Wise-Sync, click on Companies from the Wise-Sync Menu
      2. Edit the company from the list. (This will load all of the settings from your accounting package).
      3. Click on Procurement Options and select "Warning" from the Part-Ship compliance drop-down box,
      4. Press Save.
      5. Re-Sync the record. The record will post, with a warning advising that two or more records exist for that same purchase order / slipID combination.

    2. Delete the batch record for the previously synced PO with the same packing slipID. This will update the existing record in your accounting package to include the additional records.
      1. In ConnectWise Manage, go to Finance > Accounting Interface > Batches
      2. Search and select for the PO, using *{PO#}* where PO# is your purchase order number and locate the specific PO relating to the part-shipment (refer to the error in Wise-Sync if required) and the Unposted Procurements Tab for the record waiting to post through to your accounting package.
      3. Click on the Action menu and select Delete Batches 
      4. Re-Sync the record. Note: You do not need to void or delete the record from your accounting package as the existing record will be updated.
  • If the Products or the Purchase Order itself has been unbatched and it needs to be re-synced to your accounting package, then in ConnectWise Manage, re-batch the Purchase Order via the Purchase Order Menu More > Rebatch.

     

     


    Once the PO has been re-batched, delete the batch record for the previously synced PO with the same packing slipID (the same steps provided above (section b)  

    Important

    If the PO does not need to be re-synced then re-batching the PO itself will prevent the record from re-syncing.

    Related Article:

    Error: A Part-Shipped Purchase Order has already been synced

 
P
Paul is the author of this solution article.

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