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Do you wait for Vendor invoice before receiving? (Read 3130 times)
Laura  D. Oliver
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Do you wait for Vendor invoice before receiving?
07/30/15 at 16:48:26
 
Are we supposed to wait until we get the Vendor's invoice before we receive in the purchased items through PO-C?
It often takes us a week or more for a vendor to send us an invoice

 
Somewhere I had read that we should receive in as soon as we get the vendor's items (real time)
 
The problem I am having is that if the vendor's invoice comes in with different dollar amounts or quanties than what we rec'd in then I get some crazy stuff in the GL  (like PRCE CHGD ,  PRCH CHGD  and RNI/Price change.    I dont want those crazy accounts to go to the GL so I have just been manullally changing them to the correct expense in GL-P.  But I cant keep doing this, there has to be a better way.
 
I think the crazy account is coming from dummy account that I entered in SM-C Default GL Accounts in 1997.  I think it is coming from the dummy absorbed labor account.
 
Of course if I could wait until we get the vendor's invoice, correct the PO and then receive in, I wouldnt have this problem.  But the MBA guy wants us to receive in on a real time basis for job costing reasons.  Sadly some of our vendors wait a week or two or until the end of the month to send their invoices.
 
 
Thanks
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Laura D. Oliver
classic DBA since 1997
EVO on Amazon server as of 5-2022
DIXIE PRECISION INC.
Birmingham, Alabama
(205)- 841-8400

www.dixieprecision.com



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Lynn_Pantic
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Re: Do you wait for Vendor invoice before receivin
Reply #1 - 07/30/15 at 17:01:50
 
Absolutely not.  Receiving needs to be real time.
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Lynn Pantic
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Laura  D. Oliver
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Re: Do you wait for Vendor invoice before receivin
Reply #2 - 07/30/15 at 17:43:32
 
Quote from Laura Oliver on 07/30/15 at 16:48:26:
 The problem I am having is that if the vendor's invoice comes in with different dollar amounts or quanties than what we rec'd in, then I get some crazy stuff in the GL  (like PRCE CHGD ,  PRCH CHGD  and RNI/Price change.    I dont want those crazy accounts to go to the GL so I have just been manullally changing them to the correct expense in GL-P.  But I cant keep doing this, there has to be a better way.

I think the crazy account is coming from dummy account that I entered in SM-C Default GL Accounts in 1997.  I think it is coming from the dummy absorbed labor account.

Thanks

 
Sorry, I had edited my oiriginal post while Lynn was responding, so I am copying because it wasnt originally seen,
 
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Laura D. Oliver
classic DBA since 1997
EVO on Amazon server as of 5-2022
DIXIE PRECISION INC.
Birmingham, Alabama
(205)- 841-8400

www.dixieprecision.com



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Lynn_Pantic
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Re: Do you wait for Vendor invoice before receivin
Reply #3 - 07/30/15 at 17:58:51
 
Inventory is an asset, not an expense and the AP-C entry at a different price is updating the inventory value to match the invoice.
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Lynn Pantic
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Laura  D. Oliver
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Re: Do you wait for Vendor invoice before receivin
Reply #4 - 07/30/15 at 18:04:46
 
If we have s po for $100 worth of gloves, but the vendors invoice comes in for $125.00.  If the first $100 was a plant supply gl account 70700-200, then shouldn't the $25 also go to the same expense account?
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Laura D. Oliver
classic DBA since 1997
EVO on Amazon server as of 5-2022
DIXIE PRECISION INC.
Birmingham, Alabama
(205)- 841-8400

www.dixieprecision.com



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Lynn_Pantic
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Re: Do you wait for Vendor invoice before receivin
Reply #5 - 07/31/15 at 06:06:24
 
If it is supplies rather than inventory, yes.  But entering the invoice for the corrected amount will hit the same account as the original receipt so there is still no reason to hold up receiving.
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Lynn Pantic
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Laura  D. Oliver
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Re: Do you wait for Vendor invoice before receivin
Reply #6 - 07/31/15 at 06:23:28
 
Well then I am doing something wrong, because if the vendor invoice is more or less than the PO that was already received in, the difference goes to some crazy dummy account I created in 1997.
How would DBA know if it is inventory or supplies?    Is is by the GL Account numbers?   My COG are 60000 range and my expenses are 70000 range.
 
Thanks
Laura
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Laura D. Oliver
classic DBA since 1997
EVO on Amazon server as of 5-2022
DIXIE PRECISION INC.
Birmingham, Alabama
(205)- 841-8400

www.dixieprecision.com



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Lynn_Pantic
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Re: Do you wait for Vendor invoice before receivin
Reply #7 - 07/31/15 at 09:54:34
 
It is based on the item class of the part on the PO Line.
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Lynn Pantic
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Laura  D. Oliver
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Re: Do you wait for Vendor invoice before receivin
Reply #8 - 07/31/15 at 13:34:29
 
Yes, and the exact amount of the line goes to the GL, but anything more or less than the received in amount goes to a default account 60888 (probably  a default I created in 1997)  
 
Example:    
     line 1 of the PO is rec'd in for $75.00 worth of gloves            70700  (plant supplies)
and line 2 of the PO is rec'd in for $20.00 worth of  file folders     74000 (office supplies)
 
But  if the invoice has  $76.00 worth of gloves  and $21.00 worth of file folders,  so that each line of the invoice is $1 more than what was rec'd in.  Then (the way its working now)  $1.00 of of each line goes to 60888.  I think the extra dollars should go to 70700 and 74000.  
           
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Laura D. Oliver
classic DBA since 1997
EVO on Amazon server as of 5-2022
DIXIE PRECISION INC.
Birmingham, Alabama
(205)- 841-8400

www.dixieprecision.com



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Laura  D. Oliver
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Posts: 985
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Re: Do you wait for Vendor invoice before receivin
Reply #9 - 08/03/15 at 08:40:08
 
Quote from Lynn_Pantic on 07/31/15 at 09:54:34:
It is based on the item class of the part on the PO Line.

 
 
I have discovered something:
What you say works ……but only when you leave the GL account blank on the PO line. If you override the GL Account line on the PO, and created the invoice in AP-C  the difference goes to default GL account WIP Inventory Asset Account..  
 
If you type in a GL account on the PO and receive it with  and then pay the invoice the difference does not go to the GL account associated with the Item Class, the difference goes to the account that is greyed out in Enter Item Classes ,(SM-C)  To get the difference to go to the correct item class you must leave the GL account blank on the PO and let it accept the gl account associated with the Item Class.
 
I like being  able to over ride the GL account on the PO line because some times Gloves may go to dept 200 and sometimes to dept 400.   If the location option was available for each line (rather than just the PO header) that might be an option.  
 
I hope I am overlooking a default.
 
Also I had created a Purchase Order RTM with GL account data,  but I have found that the GL account will not print out on this new RTM  if you leave the GL code blank and accept the default.  To get the GL account to print out on my new RTM the GL  must have been over ridden in PO-A.
 
 
SM-C  Item class defaults come from  AD-A Mfg Defautlts  
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« Last Edit: 08/03/15 at 10:02:42 by Laura  D. Oliver »  

Laura D. Oliver
classic DBA since 1997
EVO on Amazon server as of 5-2022
DIXIE PRECISION INC.
Birmingham, Alabama
(205)- 841-8400

www.dixieprecision.com



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