Troubleshooting: owner reports and exports
3PL add-on For: Administrator, Compliance manager, Warehouse staff, Sales and purchasing Checked on 18.0.0.2.0, 18.0.1.0.0
What to do when an owner report, your own stock figures, the ledger check per owner or an owner export doesn't behave as expected. Entries are ordered from the most frequent. The procedures are in Report on owner stock, Report on owner documents, discrepancies, returns and holds and Check and export an owner's records.
An owner report is empty or leaves an owner out
What you see: the report shows its empty message, or an owner or record you expected isn't listed:
| Report | Empty message |
|---|---|
| Owner Stock | "No stock held for owners" |
| Owner Serials | "No serials held for owners" |
| Owner Movements | "No movements of owners' units" |
| Owner Documents | "No owner documents" |
| Owner Discrepancies | "No discrepancies on owner receipts" |
| Owner Returns | "No returns of owners' units" |
| Owner Holds (in the 3PL ‣ Reports section) | "No owner units on hold" |
When: opening any owner report, for example See the stock we hold for each owner (Owner Stock).
Cause: one of these:
- nothing is held for an owner yet: the reports list records whose owner is a partner other than your company, and your own records never;
- a facet in the search box hides the rows: Owner Discrepancies opens with the Open filter, and a search you typed stays until you remove it;
- the records belong to another company: the reports follow the company switcher;
- the record is outside what the report lists: Owner Serials and Owner Holds list units in your custody (not shipped, destroyed or Missing) and serialized units only; Owner Returns doesn't list a custody return order; Owner Documents has nothing for a custody receipt, which posts no document.
Remedy: resolution.
- Remove the facets from the search box (the ✕ on each).
- Check the company in the company switcher.
- To find one unit whatever its owner and state, search its serial in Inventory ‣ Rx Tracking ‣ Packages with no filter, and open it: Held for Owner names its owner.
Who can fix it: the reader: Rx Tracking User or Manager.
Our On Hand is lower than the units on the shelf
What you see: a DSCSA product's On Hand (or a quotation's availability, or Replenishment) shows fewer units than you count in the warehouse; the list that On Hand opens has a larger total than the button; the Forecasted Report lists receipts or deliveries that its totals don't count.
When: reading a product's figures, in Read our own stock figures while we hold owners' stock.
Cause: with 3PL switched on, your own figures of DSCSA products leave the owners' units out, by design. The list of units opened by On Hand and the lines of the Forecasted Report still show the owners' units and moves (known issues PF-A09-04 and PF-A09-03).
Remedy: no fix needed.
- In the list that On Hand opens, read the Held for Owner column: lines with an owner aren't yours.
- For the owners' quantities, use Owner Stock.
Who can fix it: nobody needs to. For a non-DSCSA product, owners' units count in your figures unless an Rx Tracking Manager switches on Owner isolation for non-DSCSA products (Choose the company's 3PL policies).
The owner reports aren't in the menu, or an Access Error opens
What you see: the Rx Tracking menu has no 3PL block, or no Rx Tracking menu at all; or opening an owner report, or selecting Export CSV, opens Odoo's Access Error, for example:
You are not allowed to access 'DSCSA Package' (dscsa.package) records.
You are not allowed to create 'DSCSA Owner Report CSV (3PL)' (dscsa.owner.report.csv) records.
You are not allowed to access 'DSCSA Owner Records Export (3PL)' (dscsa.owner.export) records.
When: opening a report of the 3PL ‣ Reports section, or Export the selected rows of an owner report as a CSV file.
Cause: your user has no Rx Tracking right. The owner reports are for Rx Tracking Users and Managers. (Some of these lists open from a saved link for Inventory or Sales users without the right; known issue PF-W23-01. Their Export CSV is refused.)
Remedy: resolution. An administrator gives you the Rx Tracking User right in Settings ‣ Users & Companies ‣ Users, on the Access Rights tab. See Error: "You are not allowed to access ... records".
Who can fix it: Administrator (Administration: Settings).
Ledger vs Stock per Owner lists a lot
What you see: Ledger vs Stock per Owner lists rows instead of "The package ledger matches the stock of every owner". Typically a pair of rows of the same lot: Packages - On Hand −1.00 for one owner (red) and +1.00 for another (orange).
When: Check every serial's recorded owner against the stock (Ledger vs Stock per Owner).
Cause: a package is recorded for one owner while its unit is held for another (a pair), or units of an owner have no package of that owner, or packages have no unit (a single row). The screens don't create such differences; they come from data changed outside the normal flows (an import, a script, a partial restore) or from a flow that failed halfway. A row with an empty Owner is a difference of your own stock, the same as in the core Ledger vs Stock report.
Remedy: investigate; there is no button that corrects a row.
- Search Owner Serials and Owner Movements on the lot, and open the packages of that lot to see each one's Held for Owner and history.
- If a physical count shows units are gone or found, record it: Count an owner's stock and record the units that are gone.
- For your own stock (empty Owner), follow The Ledger vs Stock report lists a lot.
- If a pair remains, keep the records as they are and involve whoever administers the database. Your procedure decides who is told, and when.
Who can fix it: the Rx Tracking Manager, with the database administrator for a pair that remains.
Error: "Only DSCSA managers can export an owner's records."
What you see: on Owner Exports, no New button and no Generate button on a draft; an import or integration that creates or generates an export gets:
Only DSCSA managers can export an owner's records.
When: Export everything we keep about one owner as one zip, steps 2 and 5.
Cause: creating and generating owner exports needs the Rx Tracking Manager right. An Rx Tracking User can open and download generated exports.
Remedy: resolution. Ask an Rx Tracking Manager to make the export, or an administrator to give you the Manager right.
Who can fix it: Rx Tracking Manager, or an Administrator (Administration: Settings) for the right.
Error: "… is not an owner of …"
What you see: saving (or generating) an owner export opens a dialog with Stay here and Discard changes:
OWNER is not an owner of COMPANY: exports are made for partners with an owner profile (archived ones included).
For example "Riverside Community Pharmacy is not an owner of Demo Rx Distribution LLC: …".
When: Export everything we keep about one owner as one zip, step 4.
Cause: the Owner you chose has no owner profile in the export's company, or it is a contact person instead of the owner company. The Owner field offers every company (known issue PF-A09-08).
Remedy: resolution.
- Select Stay here.
- In Owner, choose the owner company, for example Summit Specialty Pharma Inc., and save again.
If the company really is your client but has no profile, create one first: Create an owner profile.
Who can fix it: Rx Tracking Manager.
Error: "The export period ends before it starts."
What you see: saving an owner export opens a dialog with Stay here and Discard changes:
The export period ends before it starts.
When: Export everything we keep about one owner as one zip, step 4.
Cause: To is earlier than From.
Remedy: resolution. Select Stay here, correct From or To (or clear both for everything to date) and save again.
Who can fix it: Rx Tracking Manager.
Error: "The stored files of these DSCSA documents don't match their checksums …"
What you see: selecting Generate is refused and nothing is generated:
The stored files of these DSCSA documents don't match their checksums; run Verify Integrity before exporting:
DOCUMENT-NUMBER: PROBLEM
PROBLEM is "its stored files are not the ones frozen at posting." or "file FILE-NAME was altered.", one line per document.
When: Export everything we keep about one owner as one zip, step 5. This message is not shown in the example database: it needs a document file changed outside the software.
Cause: a file frozen with one of the owner's posted documents was changed or replaced outside the software (for example in the file store, or by restoring part of a backup). The export refuses to hand over files that don't match their checksums.
Remedy: the software offers no repair.
- Run Verify the integrity of the DSCSA documents to see every problem.
- Follow Verify Integrity reports a problem.
The draft stays; generate it once the files are restored.
Who can fix it: the database administrator, with the Rx Tracking Manager.
Errors an import or integration gets on owner exports
What you see: an import, an XML-RPC call or another integration that writes to owner exports is refused with one of these messages. The screens don't offer these actions: a generated export's fields are read-only, and the ⚙ Actions menu has no Delete.
Generated owner exports are records that must be kept; they can't be changed.
Generated owner exports are records that must be kept; they can't be deleted.
An owner export is filled by generating it, not by hand.
EXPORT-NAME is already generated.
Generate the export first.
Select the rows to export.
When: changing or deleting a generated export, filling its generated fields (file, hash, counts) directly, generating it twice, asking a draft for its file, or calling a report's Export CSV without rows.
Cause: a generated export is kept for good as it was made; its file and counts come only from Generate. Export CSV needs a selection.
Remedy: resolution. Make a new export for another period or a later copy (Export everything we keep about one owner as one zip); generate a draft before downloading it; select rows before Export CSV.
Who can fix it: whoever runs the import or integration.
A draft owner export made by mistake can't be deleted
What you see: a draft export named "/" stays in Owner Exports; the ⚙ Actions menu offers Duplicate only.
When: after saving a draft in Export everything we keep about one owner as one zip.
Cause: Rx Tracking Managers have no right to delete owner exports, drafts included (known issue PF-A09-08).
Remedy: workaround. Leave the draft; it holds no file and is not an export. Select the Generated filter to list real exports only, or reuse the draft: change its Owner, period and note, and generate it.
Who can fix it: nobody from the screens.