PO Receivings/Invoicing Issue 1

[Borvik]

I love how restrictive GP is and how it doesn't allow you to fix problems. **arggh**


We've got a PO for 2500 of item x.
After receiving the PO the vendor told us they only had 2400. We told the vendor to go ahead with the 2400, and cancel the rest. The PO was then modified for 2400.

We received the shipment at 2400 (who's going to physically count 2400 alligator clips anyway). Posted the shipment (so the items get transferred from BackOrder to Order).

Now we got the invoice - for 2384. Apparently that's the number they actually sent us and we will not be billed for the other 16.

If we enter the invoice at 2384, then the PO would never close because of the outstanding 16.

Is there ANY way to fix this? I can't imagine there wouldn't be as I'm sure it crops up with others as well.

I had a thought about doing a "Purchase Order Returns" - would that work. A question was brought up about doing that - would that then require inputting a credit? My guess is no - as that usually applies to something that has been invoiced and the credit then counteracts the invoice.

Thanks.

 

[klewis10367]

Did you order with a quantity of 1 or a quantity of many at at certain price? If you ordered at a quantity of 1 and enter match the invoice the PO will close.

 

[jazgeek]

2 choices

1. do a vendor return for 14
if you haven't been invoiced you're good and the PO will now be able to receive 14 more

2. let it ride, get invoiced for the lesser amount and change the PO status to closed afterwards

1 is good, but it leave the PO open for 14 pieces until you manually close it off
1 is not good because it's a painfully long process

2 is good because it's quick
2 is not good because their's an accrual for 14 pieces left oustanding

your choice.




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and they wonder why they call it Great Pains!

jaz

 

[Borvik]

Thanks for the replies guys!

With route 1 jazgeek - you say it'll be able to receive 14 more - would I then just as easily be able to cancel those other 16?

 

[jazgeek]

yep. should work fine for you. return is basically an unreceipt



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and they wonder why they call it Great Pains!

jaz

 

[Borvik]

OK, I tried it - maybe I didn't do it right.

I entered the PO Return for 16, and posted it.

I then went to the PO itself to cancel those 16 we "returned" but it won't let me do it - saying the quantity cancelled must be less than the remaining quantity.

I ran a reconcile on the PO to make sure that everything matched up, and am currently running Check Links on the purchasing tables to see if that might clear it up.

Did I miss something?

 

[jazgeek]

don't cancel them, after you're done with the invoicing... go to edit PO and close it



-----------
and they wonder why they call it Great Pains!

jaz

 

[Borvik]

Thanks jazgeek - we'll give that a shot then.

 

[jazgeek]

essentially you've satisfied the accounting problem of having an accrual that shouldn't be there by doing the vendor return.

Unfortunately gp doesn't do the returns portion the way it should be done from a re-receiving point of view... at least I never could get it to work properly.

It's better than the old way of doing it through inventory adjustments and modifying GL accounts to clear the accrual out.

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and they wonder why they call it Great Pains!

jaz