BATF Regen Error Message: "Cannot Find An Acq. Rec For This Disp. Rec"

Q - We received the following error message on the BATF Regen report this morning:
       E: Cannot Find An Acq. Rec For This Disp. Rec
If you go to Serial/Lot History Inquiry to look up the corresponding serial number, you will see the following activities:



What causes this error message to appear?

A - First, let us explain how the BATF Regen utility works.  For each serial number the Regen utility expects to see the serial history in a chronological order that makes sense. It expects to see the acquisition record first, then the disposition record can follow.  The system needs to match each disposition record to the acquisition record so the BATF bound book can present the information correctly.  The chronological order is established based on the “posting date/time,” which is not necessarily the “document date/time.”  When you go to Serial/Lot History Inquiry, the sequence you see is the serial history ”posting date/time” sequence.  In this particular case, for serial number RS03694W,  if you look at the chronological order the last four entries show as follows:
            5/12/15, it is invoiced to ALEX MALDONAD with pickup pending
            6/05/15, it is credited and received back from ALEX MALDONAD
            5/22/15, it is pickup by ALEX MALDONAD with the “D” disposition record
            6/8/15, it is invoiced to ALEX MALDONAD

As you can see, the third entry is clearly out of place.  Based on this sequence, the BATF Regen utility concludes:
  1. The 5/12/15 entry is ignored by BATF Regen because it is a pickup pending record. 
  2. The 6/5/15 entry establishes the acquisition record because the serial number is returned.
  3. The 5/22/15 entry establishes the disposition side for the 6/5/15 entry.
  4. The 6/8/15 entry makes no sense to our system because it is a disposition without the acquisition record since the 6/5/15 entry is already consumed by the 5/22/15 record.  Hence, you receive the error “Cannot Find An Acq. Rec For This Disp. Rec” 
The proper sequence should be as follows:
            5/12/15, it is invoiced to ALEX MALDONAD with pickup pending
            5/22/15, it is pickup by ALEX MALDONAD with the “D” disposition record
            6/05/15, it is credited and received back from ALEX MALDONAD
            6/8/15, it is invoiced to ALEX MALDONAD.

If our system displays the serial history in the above sequence, then the BATF Regen utility will be happy.  So why does our system display the 5/22/15 entry after the 6/05/15 entry?  

If you highlight the 5/22/15 entry, you will see the “post date/time” is “6/8/15 11:20:27.”  As I mentioned earlier, the BATF Regen utility uses the “post date/time” to establish the chronological sequence.  We think someone mistakenly changed this entry’s post date/time and disturbed the natural chronological sequence.  So the BATF Regen utility complains.  If you can change the 5/22/15 entry’s posting date back to 5/22/15, then BATF Regen will not complain.

The ability we introduced to our users to edit the “posting date/time” of a serial history record is a double-edged sword. While it allows you to fix certain serial history problems that require back date entries, if you don’t use it correctly it can cause this kind of problem as well.

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