Knock off part of a document, and what the new one inherits — 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 raise invoices, goods receipts or delivery notes at GadgetSphere from the documents before them. In about ten minutes you will bring a source onto a new document, correct the date the knock-off changes behind your back, split an order across deliveries, and learn which checks the knock-off leaves to you.

Step 1 — Pull the source onto a new draft

After this step the source’s lines will be on your new document. A knock-off only works on a draft. Create the purchase invoice, set the branch and the supplier, then open KO For and tick the goods receipt. Only finalised receipts with lines still open are listed, narrowed to the invoice’s supplier, currency and branch. Until the applet’s multiple knock-off setting is switched on, one purchase invoice pulls in exactly one receipt or one order, so a supplier who bills a month of deliveries on one invoice needs that setting first. The lines appear about two seconds after you click, on a fixed timer in the applet, so a screen that looks as though nothing happened usually has not finished. The receipt’s items, quantities and prices come across, linked to it.

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

Step 2 — Put back the date the knock-off replaced

After this step your document will land in the right month. When the purchase invoice or the goods receipt draws its source in, the knock-off stamps today’s date on the document, over whatever date you had already keyed on the draft. So wait for the lines, then set the transaction date again: the date on the supplier’s invoice for an invoice, the day the goods arrived for a receipt. An invoice left on today’s date posts in the month you keyed it rather than the month the supplier issued it, and a receipt’s own date is the one checked against a locked period when you finalise. One more thing can move it: if your company’s Transaction Date Logic is set to the finalised, created or updated date, finalising replaces your date again, and the journal and its period follow. The lines will look right while the date is wrong, so check both.

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

Step 3 — Take part of a line and leave the rest open

After this step one order can be delivered and billed in pieces. On the sales invoice, the KO For grid for a sales order shows three columns for each line: Base Qty., what was ordered; Bal. Qty., what is still open for invoices; and Knockoff Qty., which you can set anywhere from zero up to that balance. GadgetSphere Distribution has forty handsets on order and twenty-two on the shelf. Take twenty-two, and the line keeps eighteen for the next invoice. The order never completes by itself: it stays final, and its balance reaches zero when the last invoice takes it or when you close the remainder by hand. The goods delivery note reads its own balance, so it still offers all forty. Take the same twenty-two there, or the second delivery’s paperwork will find no balance left.

Reference: Partial Delivery Workflow — How BigLedger actually splits an order

Step 4 — Release the balance an abandoned draft is holding

After this step a forgotten draft will not quietly block an order. The balance does not wait for the new document to be finalised. On the purchase invoice and the goods receipt it comes down on the draft, the moment you tick the source, and it is worked out again every time you save or finalise that document from its edit screen. So a draft invoice that nobody finishes keeps the receipt’s quantity, and the next person’s KO For grid offers less, or nothing at all. A draft cannot be voided. If it should never have existed, discard it: that releases the knock-offs it was holding, and the document keeps its number. If only one line was wrong, remove it and save, and its quantity goes back to the source. Either way the quantity comes back only while the pair is still enabled.

Reference: The order still shows a quantity outstanding after I invoiced it all — How the number is kept, and why that matters

Step 5 — Compare the lines with the paper yourself

After this step you will know which checks are yours. A knock-off copies the source’s quantities and prices; it compares them with nothing. There is no three-way matching, no tolerance and no warning, and nothing stops a purchase invoice being finalised because its price or quantity differs from the order or the receipt. If the supplier billed RM 132 a unit where the order said RM 128, you change the line and the invoice finalises and posts at RM 132, and the difference shows up as the item’s moving average moving. The Knock Off Settings screen in the purchase invoice applet, with switches named for receipt and order knock-off, is not on the menu, and nothing reads its values. So agree a tolerance as a written policy, and decide who may edit a price and who may finalise.

Reference: Core Concepts — 4. Matching is a person, not an engine

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.

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