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Sage 300 CRE: Record Already Exists (Subcontract Change Orders)

Symptoms​

You receive an error message when syncing Subcontract Change Orders (SCOs) from Autodesk Build to Sage 300 CRE:

Error: Sage 300 CRE: Record already exists

The sync fails even though you believe this is a new SCO that hasn't been synced before.

Causes​

This error occurs with Subcontract Change Orders when:

  1. SCO Number Truncation: Sage 300 CRE only accepts 5 digits for Subcontract Change Order numbers, but Autodesk Build may use longer number formats (e.g., "SCO-001", "SCO-00N", or other formats with more than 5 characters)

  2. Number Collision: When the SCO number from Autodesk Build is truncated to fit Sage's 5-digit limit, it may match an existing SCO number in Sage 300 CRE, causing a duplicate record error

Example:

  • First SCO in ACC: SCO-001 → Truncated to SCO-0 (5 digits) → Syncs successfully
  • Second SCO in ACC: SCO-002 → Truncated to SCO-0 (5 digits) → Fails with "Record already exists"

The last digits get stripped during truncation, causing different SCOs to appear identical to Sage 300 CRE.

How to Fix​

Solution: Configure Value Mapping​

Use Value Mapping to extract only the meaningful digits from your Autodesk Build Subcontract Change Order numbers to fit within Sage's 5-digit limit.

Steps to configure value mapping:

  1. Identify your SCO number format in Autodesk Build:

    • Example: SCO-001, SCO-002, SCO-003
    • Example: SCO-00N where N is the sequence number

  2. Determine which digits to extract:

    • If your format is SCO-001, you might extract the last 3 digits: 001, 002, 003
    • If your format is SCO-1234, you might extract the last 4 digits: 1234
    • Make sure the extracted portion is unique across all your SCOs

  3. Contact Agave Support to set up value mapping:

    • Email: support@useagave.com
    • Provide your Autodesk Build SCO number format
    • Specify which portion should be extracted (e.g., "last 3 digits", "digits after the dash")
    • Reference similar configurations from other customers if available
Example Configuration

For a customer using SCO-001, SCO-002 format:

  • Original number: SCO-001
  • Value mapping: Extract last 3 digits
  • Synced to Sage: 001

This ensures each SCO has a unique 3-digit identifier in Sage 300 CRE.

Alternative Solutions​

Option 1: Standardize Autodesk Build SCO Numbering

  • If possible, adjust your SCO numbering scheme in Autodesk Build to use 5 digits or fewer
  • Example: Use 001, 002, 003 instead of SCO-001, SCO-002, SCO-003
  • This eliminates the need for value mapping

Option 2: Use Sequential Numbering

  • Configure Autodesk Build to use simple sequential numbers for SCOs: 1, 2, 3, etc.
  • These will sync directly to Sage without truncation issues

Verification Steps​

After value mapping is configured:

  1. Test with a new SCO:

    • Create a new Subcontract Change Order in Autodesk Build
    • Sync it to Sage 300 CRE
    • Verify the SCO number in Sage matches your expected format

  2. Check for uniqueness:

    • Verify that the mapped numbers are unique across all SCOs
    • Confirm no two different SCOs map to the same number in Sage

  3. Review historical records:

    • If you have existing SCOs that failed to sync, you may need to:
      • Delete duplicate records in Sage 300 CRE (if any were partially created)
      • Re-sync the failed SCOs with the new value mapping in place

Additional Notes​

Character Limit for SCOs​

Sage 300 CRE has a strict 5-digit limit for Subcontract Change Order numbers. This is a system limitation and cannot be changed.

When designing your SCO numbering scheme in Autodesk Build:

  • Plan for this 5-digit constraint from the beginning
  • Use simple, sequential numbers or short prefixes
  • Avoid long alphanumeric formats that will require value mapping

Why This Only Affects SCOs​

This specific "Record already exists" error due to number truncation is unique to Subcontract Change Orders because of the 5-digit limitation in Sage 300 CRE. Other record types (Prime Contract Change Orders, Projects, Vendors, etc.) have different character limits and do not typically experience this particular issue.

Still Having Trouble?​

If you continue to experience "Record already exists" errors after configuring value mapping:

Contact Agave Support:

  • Email: support@useagave.com
  • Include:
    • The exact error message
    • Your Autodesk Build SCO numbering format
    • Examples of SCO numbers that are failing
    • Debug log IDs (if available from the Agave dashboard)
    • Screenshots showing the SCO numbers in both Autodesk Build and Sage 300 CRE

Our support team will review your configuration and adjust the value mapping as needed.