Hand Mark - Voucher in use

Settling Open Customer and Vendor transactions is a regular process for businesses. However, in certain cases, it creates a discrepancy which throws the "Voucher in use" error.

The "voucher" that is causing the error is identified by a Hand mark against it in the Open Transactions editing form. (This is for both the Customer and Vendor).

The Cause:

There are several reasons for the Hand-mark in the Is Marked column:
-  User started to process the settlement, but deleted the adjustment voucher and did not uncheck the transaction. Hence the transaction remained
-  The marking was done for settlement, but there was an update conflict while processing the payment. In this case, the original transaction remained and the Offset transaction was lost
-  A temporary record created in the database is not released after the form is closed. The reasons for this discrepancy:

• Power interruptions cause the transactions to be incorrectly recorded in the database
• Connectivity issues between AX client and AOS

The Solution:

One way is to trace the User ID that was used to "mark" this transaction and with that ID, un-mark the transaction. This is cumbersome when there are many users who access this form.

Second, is to remove this hanging transaction from the system from the Database itself. To do so, follow the steps below:

• For the affected transaction, get the RecID (take some technical help if you do not know how to do so). The RecID is an important identification to locate the transaction in the Database
• Navigate to the SpecTrans table in the AOT. ( The SpecTrans table keeps track of the marked transactions by creating a record for the transactions)
• Filter the RefID field with the value of the RecID of the affected transaction
• Delete the record 
• Save, Compile and Synchronize the table

Go back to the form to verify the marking has been removed.

Caution: Take care while noting the RecID of the affected transaction and navigating to the record in the table. In case any other transaction is removed, it will cause a discrepancy in the transactions that are being processed or already processed for settlement.

The issue may differ on a case-to-case basis. Consultant discretion is advised while exercising the solution.

P.S. If there are other work-arounds for the scenario, do leave your comments below.