ISTech Support Forum

ISTech Support Forum
http://www.istechforum.com/YaBB.pl
Evo-ERP and DBA Classic >> Manufacturing >> open PO's should be closed
http://www.istechforum.com/YaBB.pl?num=1263399114

Message started by cathyh on 01/13/10 at 09:11:54

Title: open PO's should be closed
Post by cathyh on 01/13/10 at 09:11:54

We have a lot of PO's that have been totally received and invoiced but are still open. The person that does PO invoices reports that sometimes she is asked if she wants to close the PO since all lines are invoiced and sometimes she does not. Is she just entering through the close PO question or is this question not always asked? Is anyone else having this problem? Is there any way to change the default answer to "yes" or would this be a bad idea?

Title: Re: open PO's should be closed
Post by Lynn_Pantic on 01/13/10 at 16:26:15

If a PO is received short (order 10,000 and receive 9982 and that is all you are going to get) the AP-C will not ask about closing hte PO because it doesn't know if more are coming or not. It should always ask the question if the PO is in fact fully received.

PO-K can be used to force them closed.

Title: Re: open PO's should be closed
Post by MBG on 01/28/10 at 08:57:32

We've closed short-shipped purchase orders with PO-K, but there are still lines in PO-I-F Received Not Invoiced report for those short shipments, also corresponding values in the GL account for RNI.

How do we clear those both from the report and from the GL?

Paul

Title: Re: open PO's should be closed
Post by Lynn_Pantic on 01/28/10 at 09:23:07

I don't understand. if it was a short shipment, you never got it so it wouldn't have been received. Why is it on RNI at all?

That said, anything on a PO will come off the RNI report as of the date the PO is closed but any value will not come out of the GL and needs a Journal entry.

Title: Re: open PO's should be closed
Post by MBG on 01/28/10 at 09:45:44

Our situation is unique, maybe. We have items produced for us and shipped directly to a warehouse. No one here ever sees the stuff, so we have to rely completely on the vendors and the warehousemen for physical counts.

Here's an example of what can cause this situation. The vendor reports that the production run yielded 500 cases, but they forgot to subtract the 2 cases they need to pull for quality testing, or they simply miscounted (happens more than it should). So they actually ship only 498 to the warehouse. Jim will receive into Evo the quantity the vendor tells him was produced, in this case 500. The invoice comes in and we're billed for only 498. The invoice gets posted to a received PO of 500, leaving 2 units received but not invoiced. When I'm done posting, I'll tell Jim there are 2 units left on the PO. He uses PO-K to close the PO.

He's done that in three recent cases, but two of the PO's still show up on PO-I-F. How do we clear these from the report?

Paul

Title: Re: open PO's should be closed
Post by Dennis Wilkinson on 02/05/10 at 05:40:43

Paul,

A step you might want to incorporate is to reverse receive the the quantities you did not receive. For example, if you initially received 500, found out you were only invoiced 498 AND you verified by count that you only received 498, reverse the receipt of 2 each and your RNI will now be correct. You can then close the PO via PO-K and everything will be OK. What you don't want to do is reverse if you actually received 500, but were only invoiced for 498.

If you find yourself where you want to just clean up these RNI quantities and you know you won't be invoiced for them, then manually close any of these PO's in question. You can then go to Sys. Manager, UT-A, and type and run program POKFIX. When this is complete, go back to UT-A, and run program RNIFIX. This will clean clean up all the old RNI records.

Dennis