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Evo-ERP and DBA Classic >> Accounting >> Received not Invoiced Problem
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Message started by Steve Stoneman on 09/09/04 at 06:20:06

Title: Received not Invoiced Problem
Post by Steve Stoneman on 09/09/04 at 06:20:06

We are having a recurring problem with PO/Received invoices with different prices.
We post a PO with Prices A
We receive the goods with packing slip info
We post the invoice with Prices B (different than Prices A)
The invoice shows as a payable
The invoice also STILL shows in Received not invoiced at Price B
The only posting to the COG account is the difference in between the Price A and B
Because the dollar value is now in both payables and RNI it is driving our accountant crazy trying to track down the differences. What do we have set wrong or is this a bug others see, too?
Thanks,
Steve Stoneman

Title: Re: Received not Invoiced Problem
Post by kerric on 09/13/04 at 04:33:11

Steve, how we handle this is, first receive the original like normal. When an invoice arrives with different pricing (happens often enough) we change the price in the PO, then receive the new one at the new price correctly, while entering a negative qty for the original receipt (to wash).
Our admin knows to ask our Purchaser to do thiswhen the prices don't match.

Title: Re: Received not Invoiced Problem
Post by Steve Stoneman on 09/13/04 at 04:51:50

Thanks for the reply, kerric. Are you saying you create a second properly priced PO for the same shipment; un-receive the first receipt of goods which was against the the improperly priced PO; and then re-receive the goods against the properly priced PO? If I stated it correctly, how do you keep track of the changed PO #s against the invoice issued by the vendor?

Title: Re: Received not Invoiced Problem
Post by kerric on 09/13/04 at 05:15:47

You're welcome Steve. My response was worded poorly.
We do a negative receipt against the original incorrect pricing (unreceive), then On the Same PO, we change the pricing for those items and receive them properly. Then you're good to go when you enter the invoice. Our purchaser makes notations on the PO of the price change for posterity. A second PO would definitely make it hard to track.

Title: Re: Received not Invoiced Problem
Post by Lynn Pantic on 09/13/04 at 05:46:15

Shouldn't have to do ANY of this. AP-C should be entered with the correct price based on the invoice. The program should clear the PO/RNI for price A and also make a posting for a price change (with an Inventory Transaction type C) for the difference between A and B. This posting would be to the Inventory account for the item purchased, not COGS (unless the item class of the item purchased happened to be pointing to COGS)

Steve, are you sure somebody didn't use a voucher to enter your invoice rather than AP-C?

Title: Re: Received not Invoiced Problem
Post by Steve Stoneman on 09/14/04 at 09:58:54

Lynn,
Cindy here, Steve asked me to get involved in the discussion regarding this problem. I am sure that this entry was made through AP-C beyond a shadow of a doubt. I am the one who made the entry. Per our accountant, I have been checking gl postings on randomly chosen invoices to try to discover the problem. I happened to catch it here but it has happened numerous times over the last few months.
Thanks,
Cindy

Title: Re: Received not Invoiced Problem
Post by Lynn Pantic on 09/14/04 at 11:11:33

Cindy -

What is the Modified date of your BKAPC.RUN file so we can be sure you have the latest version? If you go to IN-A for the item in question and click Transactions, do you see a type "C" transaction for the price change?

Also, it shouldn't matter but what is the Inventory type of the item?

Title: Re: Received not Invoiced Problem
Post by Steve Stoneman on 09/16/04 at 04:17:47

Hi Lynn,
To answer your questions, the modified date on the file is 1/29/04. When I go into IN-A, the price changes do show on both items received on the invoice. The invoice does show as an open payable. It is just that it has never cleared of the RNI report. The inventory type in both cases is R. It is a raw purchased item and every time that we have had this problem the item has been of that type.
Thanks,
Cindy

Title: Re: Received not Invoiced Problem
Post by lmk223a on 09/16/04 at 05:05:05

in reply to Kerric's response, we also perform a negative receipt at the old price and re-receive at the new price when the purchase order is a direct job receipt. This ensures the work order contains the proper acquisition cost for the item.

Yes Lynn, DBA will do a price change to inventory if one just enters the invoice at the different price and does not back out the first receipt. But DBA does not reflect the price change back to the work order to update the price paid for the item, but will pass the difference off to the next transaction for the part number.

Title: Re: Received not Invoiced Problem
Post by Lynn Pantic on 09/16/04 at 06:44:23

Looks like I need to do some work on AP-C. None of this should be necessary!

Title: Re: Received not Invoiced Problem - long (again)
Post by Cyndee Pappas on 09/16/04 at 09:15:54

I don't see this happening at all. I do see a problem with book value.

1.Entered a p.o. for 2 items, with 1 item going into inventory (already some in-stock) and the other directly to a job, (none in stock).
2.Received them at the p.o. prices.
3.Entered the invoice with different prices.

Results:
A. For both items, all GL postings were correct. Nothing left on RNI report. Receiving report OK.
B. Inventory-wise, the item received to stock is fine.
C. Item received to the job correctly posted the updated price in IN-E, WO-A and JC-F. Incorrectly shows a book value for the price difference, even though no stock.

We're running live on the ISTS updates 2/13/04. BKAPC.run dated 1/29/04. My test installation is running the latest updates, so BKAPC.RUN is 7/14/04 there. Results were the same in both.

Title: Re: Received not Invoiced Problem
Post by Steve Stoneman on 09/16/04 at 09:43:58

Just a note, I do not see this happen with every invoice that has a price change, However every time that this problem has occured where an invoice is entered through AP-C, shows as a payable in AP-F, and is still on the RNI report, as price changed has been invoved.
Cindy Burkett

Title: Re: Received not Invoiced Problem
Post by Cyndee Pappas on 09/16/04 at 10:24:35

OK. I know my single test is not definitive. But, I do balance my RNI report & AP Aging to my GL and I have not seen this happening. Long ago we did have a problem but I haven't seen it lately. The only problem I have now is with QC, but I think that is supposed to have been fixed in a recent update.

Just wanted Lynn to know the problem is not universal, in case that helps troubleshooting.

Title: Re: Received not Invoiced Problem
Post by Cyndee Pappas on 10/06/04 at 14:38:19

I just had a very small price change that didn't hit my RNI GL account. In this case it's a rounding thing.

Hardware purchase UM is M. Stock UM is each

PO was cut and received: 5000 at 31.70/M = 158.50 went into inventory at .0317 ea
Invoice was for 5000 at 31.67/M = 158.35 which still rounds to .0317 ea so no type "C" transaction was generated. Leaves a difference of $0.15 between the GL and RNI report. Even though the amounts are insignificant, this type of thing makes me crazy if I don't know why I am out of balance. It makes me question the integrity of my reports, and that's something I take very personally. (Could you tell? ;)) But, no problem if I know what's going on.