All Quotes converted to Invoices

[taylormade]

Hi
I'm hoping that some genuis out there can help us on this! please!!

We upgraded to sage 50 accounts pro 2011 at the end of last year. We are on a network of 5 users.
We are using the new feature (new to us as prev version was old!) where sales quotes are produced and stored in the quote list until converted to won, where they then go into the sales invoice list as and invoice.

A few months of using the new version, we noticed that all the quotes in the quotation list had been converted to invoices!
All users denied doing this! We put it down to the fact that someone had probably highlighted one quote then pressed 'swap' and then converted all the highlighted quotes.
As our backup was a week old we ended up spending hours going through all invoices and deleted the quotes which were converted in error, as we were told there was no way of converting them back.

To my horror, this morning we have discovered the same thing has happened again!! All the flipping quotes in the quotation list have been converted to invoices again!!
Again, all users deny doing this!

So my questions to anyone who can help:
1/. Is there a way of finding out which user converted these quotes..?
2/. Is there any other way that these quotes could have been converted to invoices...(as i find it hard to believe that a user has pressed swap and convert)..?
3/. Is there a way of preventing this happening again...ie, restricting rights for users etc..?

I thank and value any replies in advance!! Im pulling my hair out here....and i've not got much left!!
Kind Regards
Paul

[brucedenney]

1/ There is no way to tell who did it.

Indeed if you did know who did it, what good would it do, you could chastise them all you want it will not change things.
You need to support all your users and help them all understand the huge risk and the enormous inconvenience that this sort of error causes.

2/ There is no other way.

3/ Access right can be useful ...

The problem is that user need to have access rights to be able to despatch the orders.
I suggest that the access right to "despatch" should be removed from ALL users.
To despatch goods, the users now have to Do Amend and then Despatch individually.

This makes the process more tedious but it also makes it impossible to ship everything in one go by accident.

[taylormade]

Thanks for your help Bruce, much appreciated.

I think i have just discovered the problem!

When you first go to the Quotation List, the box at the top with the pull down arrow is highlighted blue.
If you want to scroll down the page using your mouse scoll wheel, it actually changes what is in this highlighted blue box instead.

So if that is changed to 'Open Quotes', only open quotes will be displayed on the page.
If you then click the convert button all those open quotes will be converted as won, and change to invoices!

To someone who is not well experienced on using sage, i believe this is a very easy mistake to make!

[brucedenney]

The other issue is that, nothing selected = everything selected.