ISTech Support Forum

ISTech Support Forum
http://www.istechforum.com/YaBB.pl
Evo-ERP and DBA Classic >> Accounting >> Items do not show in AP-C
http://www.istechforum.com/YaBB.pl?num=1159988907

Message started by kevind on 10/04/06 at 11:08:27

Title: Items do not show in AP-C
Post by kevind on 10/04/06 at 11:08:27

We have a PO with 3 items on it. All 3 items were received.
2 on 9/28/06 and 1 on 9/29/06.

When we try and enter the Vendor Invoice for the total of these 3 line items,
only the two received on 9/28/06 come up.
The third does not come up. The receiver correctly shows
them received on 9/29/06 and the Inventory Transaction shows
them as received also.

Any Ideas??

Title: Re: Items do not show in AP-C
Post by NovaZyg on 10/04/06 at 12:04:15

AP-C is date sensitive.. if you say the invoice date is for the 28th then all items received after the 28th are not on the list to pick from, that might be your issue, just a guess.
:)

Title: Re: Items do not show in AP-C
Post by kevind on 10/05/06 at 06:11:16

Thank you for responding.

Correct me if I'm wrong ... Most companies Invoice a product
the same day they ship it. Our receivers will ALWAYS be Dated AFTER the Vendors Invoice Date.

The Invoice Date for our Vendor Invoice was 9/28/06 and
the GL Date we entered was 10/04/06.

Title: Re: Items do not show in AP-C
Post by cathyh on 10/05/06 at 07:08:17

There are two dates in PO Invoices, the invoice date and the post date. The invoice date is the date on the invoice, the post date is the date that can not be before the receiver date. MY AP person always makes the post date the date of the receiver or later.

Title: Re: Items do not show in AP-C
Post by David Waldmann on 10/05/06 at 07:22:30

We always enter the post date the same as the invoice. I'm not an accountant, but my understanding is that under the Accrual Basis (which I think most if not all of us are required to be by the IRS) it is considered received the date it becomes your responsibility. If the vendor is shipping FOB their plant, then it's your responsibility the date it's shipped. I'm open to correction if I'm wrong.

Title: Re: Items do not show in AP-C
Post by wildco on 10/05/06 at 08:52:52

The invoice date is the date on the invoice. The post date should almost always be the date it is entered into DBA unless you are facing an end of the year situation.

DBA ages from the invoice date when determining when to pay the bill.

Title: Re: Items do not show in AP-C
Post by kevind on 10/05/06 at 10:27:21

Thanks everyone for your input.

The AP-C Plot thickens.

I have another vendor that we thought we had missed
entering an invoice for. When I tried entering the invoice,
I got a message that there were no open receivers, did
I want to view all receivers.

After I clicked yes, I got a total of 12 lines on the screen.
This PO had 3 items on it. They were received on 3 different Days.
The 12 lines on the screen were those 3 receipts repeated 4 times.
The only difference between the 4 different groups of 3 was
the Column labeled 'S'. Two of the groups had an 'R', one of
them had a 'C', and one of them had a 'P'.

1. Why do I have 4 groups of 3 receivers?
2. What is the 'S' column and what do the Codes in it mean?

Title: Re: Items do not show in AP-C
Post by David Waldmann on 10/05/06 at 10:28:12

wildco wrote:

The post date should almost always be the date it is entered into DBA unless you are facing an end of the year situation.

Maybe I'm just picky, but I like to be able to create any report on any data for any date range and know that it will be accurate. The fact you acknlowledge that at the end of year they should agree indicates to me that the concept applies any time.

Is there some reason why it's bad in DBA to enter the post date in the past?

Title: Re: Items do not show in AP-C
Post by lmk223a on 10/06/06 at 04:57:42

David Waldmann wrote:

Prior monthly post dates can cause the $ balance of the AP Aging Report not to agree with the General ledger account for Accounts Payable.

Title: Re: Items do not show in AP-C
Post by Lynn Pantic on 10/06/06 at 06:28:34

Actually, that is no longer true. The limits on dates allowed in AP-B & AP-C as well as payment dates in AP-H will keep the aging and GL in agreement.

Title: Re: Items do not show in AP-C
Post by wildco on 10/06/06 at 09:48:16

I think if the DBA post date is before the Received date AP-C has trouble paying the invoice.

Also, we run all reports off the invoice date, and the invoice date is used in the balance sheet.

Keeping the post date as the date it was entered would allow you to track who entered the item (if different people work on accounting). Since DBA operates on an accrual basis, the invoice date is the date that DBA uses to post the expense. The post date is the date it goes into DBA.

Title: Re: Items do not show in AP-C
Post by lmk223a on 10/06/06 at 10:13:06

wildco wrote:

I think if the DBA post date is before the Received date AP-C has trouble paying the invoice.

Since DBA operates on an accrual basis, the invoice date is the date that DBA uses to post the expense. The post date is the date it goes into DBA.

I was under the impression that the Invoice Date is the date DBA uses to age the bill in AP-Aging, and transaction date is the date DBA uses to post the invoice to the General Ledger in RP batch. If a prior period date is used for posting the invoice, that would change the prior period General Ledger balance for Accounts Payable - would it not?

Title: Re: Items do not show in AP-C
Post by kevind on 10/06/06 at 10:24:35

wildco wrote:

Since DBA operates on an accrual basis, the invoice date is the date that DBA uses to post the expense. The post date is the date it goes into DBA.

Isn't the Expense (or asset) posted for the date that the item is received
with the liability side of it posting to RNI??

Title: Re: Items do not show in AP-C
Post by wildco on 10/06/06 at 10:48:57

Certainly the transaction goes into DBA on the date the transaction is posted in GL-O. But, I am 99% certain when it posts the amounts to the income statement/bal sheet, it uses the invoice date, and not the post date.

Maybe Lynn can verify this, I dont want to give out incorrect info.

If you have reset your period close date at the end of a fiscal year, you will be unable to enter a transaction with a prior date, hence my statement about running into trouble at the end of the year. Of course, you can roll the date back, enter the invoice, and reset the date, but at some point you need to close the books so you can pay taxes, etc. At that point, I think you are better off putting in the transaction on the first date of the new year.

kevind: DBA does make a transaction to RNI and inventory when something is received, and you now have to pay for the goods (the accrual system). Then, when the invoice is posted, it removes it from RNI and puts it into AP. I should have been more specific.

We have always done our receiving/POs this way and do not experience any problems.

Title: Re: Items do not show in AP-C
Post by kevind on 10/06/06 at 10:59:26

Thanks for your input.

We have never had any problem either ... Until I updated to
8/11/06. I see you have not updated.

The Problems I have listed above still persist.

Title: Re: Items do not show in AP-C
Post by wildco on 10/06/06 at 11:08:06

oops...After looking into this further, it appears that the transaction enters DBA on the post date, as mentioned earlier by David.

but... since the item is on a PO, when it is received that is when you incur the expense under the accural accounting system. You do not incur the expense until you receive the item, because if it is lost, broken, incorrect you do not owe the vendor for the goods (usually).

so...I think it is acceptable to use the post date as the date the invoice is entered, because as far as the IRS is concerned, you have already incurred the expense when you received the goods.

HOWEVER... with AP-B enter vouchers, to make the amounts come out properly you could enter the post date and invoice date at the same time, since there is no intermediate step (receiving) to accrue the expense on a particular day.

sorry if this is confusing.

Title: Re: Items do not show in AP-C
Post by kevind on 10/06/06 at 11:36:43

Actually, it makes perfect sense and confirms the way I thought it worked.

Thanks!

We still haven't figured out why some receivers will not come up in
AP-C in the first message that started this thread. :(

Title: Re: Items do not show in AP-C
Post by wildco on 10/06/06 at 11:42:13

I have noticed 2 reasons for this:

1. Receipt date is after invoice date

2. Sometimes DBA "burps" and a receipt is only half a receipt. What I mean by this is we will see that inventory has been increased and the PO has 0 left on it, but it never makes it into RNI. I have no idea why this happens, but our workaround is to receive the PO again, and then adjust out the inventory in question. So far we have been lucky and it hasnt involved a PO for a non-inventory item. I suppose you could delete the errant lines in the database, but I do not know the correct files to use.

Title: Re: Items do not show in AP-C
Post by cathyh on 10/06/06 at 12:12:56

Another reason why we have not been able to see PO receipts is because the PO was closed (for some reason by some person..!). If you look in PO-D there will be multiple lines for PO's with more than one date of receipt, and if a line for the PO you are looking for has a "C" in it, you need to reopen it to see the receivers.

Title: Re: Items do not show in AP-C
Post by lmk223a on 10/09/06 at 04:45:01

wildco wrote:

2. Sometimes DBA "burps" and a receipt is only half a receipt. What I mean by this is we will see that inventory has been increased and the PO has 0 left on it, but it never makes it into RNI. I have no idea why this happens, but our workaround is to receive the PO again, and then adjust out the inventory in question. So far we have been lucky and it hasnt involved a PO for a non-inventory item. I suppose you could delete the errant lines in the database, but I do not know the correct files to use.

My work around is to not affect inventory, but enter the invoice in AP-B as a manual invoice with the offset to RNI account. Our experience shows it is usually the AP aging and A/P-C that did not post properly when the po receipt transaction only partially processes.

Title: Re: Items do not show in AP-C
Post by wildco on 10/09/06 at 06:40:46

That's a great idea. What do you do to clear the RNI account?

Title: Re: Items do not show in AP-C
Post by kevind on 10/09/06 at 08:55:54

wildco wrote:

1. Receipt date is after invoice date

When is the Invoice Date ever AFTER the Receipt date?

Title: Re: Items do not show in AP-C
Post by lmk223a on 10/09/06 at 09:03:32

wildco wrote:

That's a great idea. What do you do to clear the RNI account?

The RNI account is cleared through the GL by charging the AP invoice to (in our case) A/C 2021 Received Not Invoiced. (The RNI GL account was charged when the PO receipt took place and so was the inventory GL Account)

PO Receipt - debits Inventory and credits RNI GL
AP Invoice entry - debits RNI and credits A/P GL

The report PO-I-F, Recevied Not Invoiced, does not show the partially processed transaction on it, so there is nothing to clear here.

Title: Re: Items do not show in AP-C
Post by wildco on 10/09/06 at 10:39:09

Perfect, that will work great. What about your totals for RNI account matching the RNI report? Does this process throw you off?

The receipt date can be after the invoice date in event of a mistake (i.e. 2007 instead of 2006). Also, I think it is actually receipt date after POST date, since it is likely that all receiving will be after the invoice date as in shipping time.

Title: Re: Items do not show in AP-C
Post by David Waldmann on 10/09/06 at 10:39:50

kevind wrote:

When is the Invoice Date ever AFTER the Receipt date?

Not often enough ;)

Seriously though, it does happen to us. Our principle suppliers deliver direct to us on their trucks. Since they are regional, most of the deliveries are completed the same day. Not everyone seems to care when the invoicing is done, or that it's dated for the date of delivery, but rather the date that they're actually doing them.

Title: Re: Items do not show in AP-C
Post by lmk223a on 10/09/06 at 12:00:13

wildco wrote:

Perfect, that will work great. What about your totals for RNI account matching the RNI report? Does this process throw you off?

Absolutely not, as long as you process the PO Receipt transaction and AP-B entry in the same period.

I balance the RNI report montlhy to open packing slips and General Ledger RNI. That is how I learned I must use the GL for RNI in order to process the invoice through AP-B.

Title: Re: Items do not show in AP-C
Post by lizzleanne on 10/25/06 at 14:29:09

WOW! Talk about getting off on a tangent...I still do not see an answer to the original question....

I too have a situation where I am trying to process an invoice for items recieved on a PO. The items were recieved but AP-C does not recognize them when I try to process the invoice. It does ask if I want to view all receiver and low and behold theare there but still won't let me process the invoice against them. Dates ARE NOT THE ISSUE HERE! So, what I did seems to be a pretty easy fix...I reopened the PO, then I went in and received all the lines again using 0 for the quantity and Voila! I was able to enter the invoice in the normal fashion.

Hope this helps...

Liz English
Air Dimensions Inc.

Title: Re: Items do not show in AP-C
Post by Lynn Pantic on 10/25/06 at 16:22:45

If you reopened the PO, then it must have been closed via PO-K which would be the reason you couldn't invoice it in the first place.

Title: Re: Items do not show in AP-C
Post by lizzleanne on 10/26/06 at 13:41:19

Reopening alone did not work. It still would not allow me to process against so that is when I tried receiving it again with 0 quantities then is was there...??

Liz

Title: Re: Items do not show in AP-C
Post by Laura Oliver on 01/07/16 at 09:28:26

cathyh wrote:

I bought an item from Amazon on 12-24-2015. The dollars cleared the credit card on 12-24-2015. Amazons' invoice date is 12-24-2015.

We received the item on 1-4-2016.

What month and year should the expense be in?

Thanks,
Laura