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Receipts that bill themselves, and proving the month — transcript

Receipts that bill themselves, and proving the month — transcript

Presentation 4 of 4 in Match a supplier’s invoice to your delivery orders and goods receipts · about 10 minutes · for the whole-system operator — you run the books.

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 close the purchasing side of GadgetSphere’s month. In about ten minutes you will find out whether your receipts create their own invoices, decide where the check goes if they do, and run the month-end checks that show what has been received but not billed and what has been billed with no receipt behind it.

Step 1 — Find out whether your receipts bill themselves

After this step you will know whether anyone compares before the bill posts. A company can be configured so that finalising a goods received note creates the purchase invoice automatically. Unless that configuration says draft, the invoice is created already final and handed straight to posting: stock, the payable and input tax go through with nobody looking at the supplier’s paper, and the receiving clerk who finalised the receipt has in effect approved the bill. If purchase invoices appear in your listing that nobody in accounts keyed, look here first; a file import is the other usual source. No screen shows whether the generated invoice arrives final or as a draft, so ask support to read the configuration row for your company.

Reference: Purchase Invoice (Internal) — A goods receipt can create this invoice by itself

Step 2 — Move the check to where the bill is decided

After this step your matching control will sit in front of the posting again. If your receipts bill themselves, you have three choices. Support can switch the automatic flow off, so accounts builds every invoice again. Or ask support to have the generated invoices arrive as drafts, so accounts compares each one with the supplier’s paper and finalises it; the cost is a queue of drafts somebody must clear every day. Or accept the automatic bill for trusted suppliers with agreed prices, and make the receiving bay the control: only quantities actually counted go on the receipt, and any overcharge found later is corrected with a Purchase Debit Note. Choose one, write it down, and make sure whoever finalises receipts knows what that button now does.

Reference: Organization — Knock Off Configuration (Company › Knock Off Config › Knock Off)

Step 3 — Count what arrived but has not been billed

After this step you will know what is sitting on your floor outside the books. On the standard pair a receipt posts nothing, so between delivery and invoice the goods are absent from the stock ledger and no accrual exists. What shows them is Stock Availability: untick the GRN section in its Optional filter, and the GRN quantity per item is received lines that no invoice has drawn yet. At month-end, read it for anything older than that supplier’s usual billing delay, chase those invoices, and ask your accountant whether the month needs an accrual for what is still unbilled. If your company uses the GRN Stock In pair instead, the check is the GRN Stock In rows on the creditor outstanding report against the inventory-not-invoiced balance, which holds the amount before tax.

Reference: Best Practices — 12. Three reconciliations worth doing

Step 4 — Find invoices with no receipt behind them

After this step you will catch the bill that skipped the receiving bay. Run the Purchase Report by document for the month. Each finalised purchase invoice line carries a GRN No column, filled from its link to a receipt, beside the external reference numbers. In a company that receives stock on a goods received note, a stock line with a blank GRN No has no link to a receipt. Its Doc Link tells you whether it was drawn straight from the order or keyed by hand; if keyed, its receipt is still open and the same goods can be billed again. Take each unexpected blank to whoever keyed it, and settle it before the supplier is paid.

Reference: Purchase Report — Purchase Report (by document)

Step 5 — Hand over the checks this series does not cover

After this step you will know which questions belong to someone else. Orders still waiting for delivery are read on the purchase order’s PO Line with GRN KO report, ordered against received; anything older than the supplier’s lead time is a chase for your buyer, not for accounts. Whether each supplier invoice also has a validated e-invoice behind it is a separate question, answered in the series on reconciling supplier e-invoices, not by knock-off. And the AP Automation console, which matches supplier e-invoices to receipts by delivery-order number, reads that number from the receipt’s Client Doc 3 field, not the external delivery-order field, and runs only once support schedules its jobs, so ask before you plan around it.

Reference: Purchase Order (Internal) — Screens and menus

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.

1. Purchase invoices appear in your listing that nobody in accounts keyed. What is the likely source?


2. A generated invoice's configuration row names no posting status. In what state does the invoice arrive?


3. On the standard receiving pair, where do you see goods received but not yet invoiced?


4. In the Purchase Report by document, a stock line on a purchase invoice has a blank GRN No. What does that tell you?


Answer key
  1. A configuration that turns each finalised goods received note into a purchase invoice — Purchase Invoice (Internal) — A goods receipt can create this invoice by itself
  2. Final, and handed straight to posting — Purchase Invoice (Internal) — A goods receipt can create this invoice by itself
  3. The GRN quantity per item in Stock Availability — Best Practices — 12. Three reconciliations worth doing
  4. The invoice has no link to a goods received note — Purchase Report — Troubleshooting
This is a self-check. Your answers are marked in your browser and stay there — nothing is sent anywhere, nothing is recorded, and the marking is readable in the page source, so it is not a credential. Open the answer key at any time.

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Receipts that bill themselves, and proving the month