Pull the receipt onto the invoice, then check it against the paper — transcript

Play this as a presentation — one slide per step, with the same narration. Every word of every step is on this page.

This presentation is for you if you key supplier invoices at GadgetSphere and want each one tied to the delivery it pays for. In about ten minutes you will record the right numbers at the receiving bay, bring the receipt onto the invoice, fix the one date the knock-off quietly changes, and compare the result with the supplier’s paper while it is still free to correct.

Step 1 — Record the supplier’s numbers at the receiving bay

After this step each receipt will carry what you need to find it later. When the earbuds arrive at GS-KV-01, whoever keys the goods received note types the supplier’s delivery-order number and, if it came with the goods, their invoice number into the external reference fields on the header. Those fields stay editable after the receipt is finalised, so a number that arrives a day late can still be added. If the receipt was drawn from the order through KO For, it took today’s date, so set it back to the day the goods arrived. When an invoice number is keyed, the receipt lists any other receipt already carrying it, and your administrator can turn that warning into a refusal to save. The purchase invoice’s own reference check is weaker: it colours the box and blocks neither saving nor FINAL.

Reference: Purchase GRN (Internal) — Main Details

Step 2 — Draw the receipt in, never key it

After this step your invoice will be tied to the receipt it pays for. Create the purchase invoice, open the KO For tab, choose Purchase GRN and tick the finalised receipt for your 200 earbuds. Its open lines come across with the received quantities, and a link back to the receipt is written. Keying the same lines by hand gives an invoice that looks identical and posts identically, but the receipt stays open, the same goods can be invoiced a second time, and nothing ties the bill to the delivery. Out of the box the grid takes one receipt per invoice; if a supplier bills a month of deliveries on one invoice, your administrator can let it select several.

Reference: Purchase Invoice (Internal) — Knocking off a purchase order or a goods receipt

Step 3 — Find out why a receipt is not offered

After this step an empty grid will cost you minutes, not an afternoon. Only finalised receipts with lines still open are offered. When yours is missing, check what you can see yourself. Is the receipt finalised, or still a draft? Is it for the supplier, branch and currency on your invoice? Has somebody already invoiced it, which removes it from every picker? If all of that passes, look next at your company’s Knock Off Configuration: with no enabled row from purchase GRN to purchase invoice, finalising the receipt left nothing for an invoice to find. That is a job for your administrator, and adding the row alone does not bring back receipts finalised before it existed.

Reference: Purchase Invoice Processing — Step 3: Pull in the receipt

Step 4 — Put the supplier’s date back after the knock-off

After this step your invoice will land in the right month. The knock-off stamps today’s date on the invoice as it draws the receipt in, over whatever date was already on the draft. So wait the couple of seconds for the lines to appear, then set the transaction date to the date printed on the supplier’s invoice. It matters because that date decides the accounting period and, unless your company has chosen to stamp a different date at FINAL, the date of the journal. A March invoice knocked off on the third of April and left alone posts in April. Key the supplier’s own invoice number into the reference field while you are there.

Reference: Purchase Invoice (Internal) — Knocking off a purchase order or a goods receipt

Step 5 — Compare three things, and stop if they differ

After this step you will catch a difference while it is still free to fix. Compare the invoice lines with the supplier’s paper. Quantity: the lines show what you received, so if they billed 200 and you received 195, your screen says 195. Price: the lines carry the price on the receipt, which came from the order when the receipt was drawn from it, so RM 132 on their paper against RM 128 on your screen is a price rise nobody has agreed yet. Tax: check the code on each line and the total. Do not edit a line to match their paper. A draft can be changed or discarded freely; a finalised invoice can only be voided, not once a return is linked, and BigLedger hides VOID once your company is live on e-invoicing.

Reference: Purchase Invoice Processing — Step 4: Check the invoice against the paper

Check yourself

Three to five questions on what you just heard. Every correct answer links to the page that makes it correct, so you can check the source, not just the mark.

Next: When the supplier’s paper and your receipt disagree · Back to the series · Play this as a presentation