Hi, Our AR team is not able to create a credit mem...
# suiteflown
NS User
03/21/2024, 5:38 AMHi, Our AR team is not able to create a credit memo due to the error.“This record has been locked by a user defined workflow”. We have an invoice workflow and locked it in the approved state. We don’t have any WF on the credit memo. I don’t understand why a locked invoice record is blocking credit memo creation. Can someone please respond ASAP, as it is an urgent matter? If we remove the lock record on the invoice, users can modify the record, which we don’t want. Please provide your input on this.
m
MGBC
03/21/2024, 5:53 AMIn the context of the lock record action select user interface only. Unselect all other options
MGBC
03/21/2024, 5:55 AMAlso in the event types try selecting view and no other options
MGBC
03/21/2024, 5:58 AMThe locked invoice is a problem because when you apply a credit memo to an invoice it changes the invoice status to paid in full which is considered editing the invoice. Since the lock record is preventing all changes you get the error
That’s why you only want the lock record to occur in certain contexts but not all contexts and events
n
NS User
03/21/2024, 6:02 AMI see. It makes sense. Thank you very much.
NS User
03/21/2024, 6:03 AMI will try this and let you know,
NS User
03/21/2024, 6:08 AMIf I just select UI only, users can edit invoice via csv import or any script,correct?
NS User
03/21/2024, 6:09 AMWhat is the best practice for locking the invoice record in the approved state?
NS User
03/21/2024, 6:12 AMIt is like this now before making your recommended changes.
m
MGBC
03/21/2024, 12:31 PMIn event types try selecting just view in contexts select user interface
n
NS User
03/21/2024, 12:33 PMokay, thank you
s
sam1128
03/21/2024, 7:14 PMRun workflow as administrator.
n
NS User
03/22/2024, 7:10 PM@MGBC - It worked!!! Thank you so much!
NS User
03/22/2024, 8:32 PM@MGBC - Can you please check this state of pending approval and let me know if I need to set the event type and context here as well?
m
MGBC
03/22/2024, 9:19 PMWould you ever apply a credit memo to a pending approval invoice?
n
NS User
03/22/2024, 9:22 PMI thought the same. I don't know. I thought If they apply CM at the pending state then we need to make the same changes as the approved state, otherwise it is not needed
NS User
03/22/2024, 9:22 PMI will check with my user and update it accordingly. Is that the correct approach?
m
MGBC
03/22/2024, 9:23 PMYes correct you would apply the same changes here if you need to apply a CM. Or update the business process to first approve the invoice then apply the CM
MGBC
03/22/2024, 9:29 PMPersonally my recommendation is to do the second as I believe pending approval invoice is non posting. So applying a posting CM to a non posting INV will create an imbalance in A/R and possible confusion
Probably best to only apply CM to approved invoices, but that’s just my opinion. Either option is doable
n
NS User
03/22/2024, 9:53 PMThank you so much for the details 🙏. I will update it if it is really required.
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