Hi,

Unknown said:

Is it possible that one monitor can show zero qty for a certain item and yet other monitor can show 750 pcs of same item?

 *** If there are multiple inventory locations, and the drop-down Location list is set to a specific location instead of 'all items' in the inventory item tab, then yes. ***

If the settings are to not Automatically Refresh Record Balances, in Setup | User Preferences, also yes. 

Sage 50 is (oddly) case-sensitive, which means that you can have three inventory items 'CAT 1x1234', 'Cat 1x1234', 'cat 1x1234' and they are completely separate.

But if they're all connected to the same copy on a server, and they have all 4 just been started up, normally they should all show exactly the same data in all lists.

To check whether they're all showing the same company data from the same inventory item, make a change to the 'Additional Info' of the item number and see that it replicates to all the units.  It's also possible to test the company data with multiple usernames by opening and re-opening the same file, logging in as all the different users.

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Unknown said:

Could it even be related to Sage software itself?

YES.  

1.  In some versions (probably the current one, as well, I've noticed that the 'Opening Balance' entered during setup is showing for every location, and added into the on hand quantity.

2.  In what I hope is an isolated case, I've connected to a networked company database (using a desktop shortcut) and had Sage 50 ALSO connect up to a different, local company file at the same time, by itself!! (it had a different filename and was showing as 'Last Used' even though it wasn't!)

I had restored a company file as a test of the backups, and to run reports without tying up my system.   All the days entries seemed to be missing, the last JE in the report screens was wrong, I couldn't open recent journal entries in a report window, from the Journal Entry screen - in fact all the reports were out of date, but File | Properties showed that it was connected to the shared copy on the server.   A test entry was on the file server.  

So that can happen, too, even with the 2016.2.1 patch.   Of course, the problem went away after a restart, but it should NEVER have happened, EVER.  

I kept it on the screen, called Sage Support and did get a callback in a few minutes.   'Yeah, I've seen this before' was the response.  So now I keep test data on a USB drive, and unplug it when I'm not using it.   And I always use 'Backup' rather than 'Save a Copy' or 'Save As' .   Yikes!

Smithco,

Unfortunately you left it very vague regarding where in the program you see the two different numbers for the same thing. However, I am assuming it is in some reporting or dialog box. So make sure you have refreshed a report or ledger or home screen. Make sure File, Properties from the Home screen shows all users are in the same file. If this doesn't help, you need to tell us where in the program you are having problems so we can look more closely at the correct area.

Thank you both - I will check into this further and if needed will get back with more details. I know I was rather vague but you both have given me an idea where to start from. I have a feeling that some monitors may be set differently? They did show me one example whereby when entering a part nbr on a sales invoice a pop-up box showed a qty of 9 but when looking at the Inventory and Service List it showed a qty of 15. I was told that the Inventory List includes all inventory (There are 2 locations - store location and truck location) whereas the qty of 9 is just for the store location.

Heather

I believe the pop up on the invoices will only show quantities for the location selected for the invoice and there can only be one location per invoice. The ledgers Quantities tab and the reports all/most have an option to show locations separately vs. together as one number. Not showing locations on the report is probably where the discrepancy is.

Thanks Richard - that is what I need to check into when I go back to client next week. Plus the auto refresh setting. This might tie into the complaint that when they go to post a sales invoice an error will come up that the invoice nbr has already been used so they then input the next nbr then try to post and if same error then next nbr until it accepts it ( not often but if busy then an annoyance).

The issue with invoice numbers being used is because they have the Validate Invoice numbers turned on (a good thing). Tell the users to just hit the Refresh button on the toolbar to get the next number in sequence before they post or when they get that message. This way if two or three other invoices were posted before they had the chance to post, they will not spend time figuring out which is next.

Unknown said:

when they go to post a sales invoice an error will come up that the invoice nbr has already been used

Setting the software to automatically use the next number will avoid this error, but it's a nuisance when:

 - Just gave Order number 601235 to someone over the phone, and the software changes it when you hit 'Process'.  To... some other number that you can now go looking for, and phone back on.

 - You put a batch of 10 cheques from 700101 into the printer, but Sage 50 has the fervent belief that 700101 has been used, so it starts numbering them 700102 on 700101, etc. up to printing 700111 on cheque 700110

When you adjust all the transactions, then start with 700111, But Sage will print 700112 on the next cheque, because 700111 was just used, right?

We train everyone to hit refresh before printing, instead.   And re-arranged the work flow so that usually only one person is invoicing / printing cheques / issuing purchase orders / sales quotes, at any given time.