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Purchase Order - Received but will not have an invoice to apply

  • 1.  Purchase Order - Received but will not have an invoice to apply

    Posted 11 days ago
    We are a government entity using the Great Plains software.  The way we handle pcard transactions is to have them loaded from the bank into an integration file and transfer the integration file into Great Plains as a manual payment to offset the bank's withdrawal of their funds owed for all of the transactions.

    On occasion someone pays a purchase order vendor with a pcard.  The Purchasing department receives the PO; however, we will not have an offsetting invoice to apply in the enter/match scenario.

    Does anyone have any suggestions on how to handle this outside of returning the receipt and then cancelling the PO or cancelling the PO before receipt?  No department is in favor of this.

    Thank you!

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    Angelique
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  • 2.  RE: Purchase Order - Received but will not have an invoice to apply

    TOP CONTRIBUTOR
    Posted 10 days ago

    Hi Angelique.

    If the pcard transactions are being entered a different way than you can simply enter an enter/match invoice in for the PO and zero out the dollar amount.  By zeroing out the dollar amount it will reverse the entry that was made when the PO was received.



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    Kristen Hosman
    Dynamics ERP Consultant
    Mount Evans Consulting
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  • 3.  RE: Purchase Order - Received but will not have an invoice to apply

    Posted 10 days ago
    We sometimes pay a vendor with a credit card and it sounds like a similar situation. We enter, receive, and "enter/match invoices" like normal using the credit card paid date as the invoice number. Then I make a Payables Manual Payment Entry using payment method as "Cash". My distribution is our suspense account. This will end up in the Bank Rec although does not go through the Cash GL because I used the suspense account GL. So... in Bank Rec I debit our cash account and credit our suspense account to clear the bank rec. Then I make a GL entry debit to suspense account and credit to the cash account to clear GL. When I input the credit card invoice when it arrives, I use the suspense account again, this time to clear the "manual pmt", as the inventory item was originally put into assets when it was "received". This is not as convoluted as it seems! We do not have this happen very often, so it works fine. I thought about clearing the enter/match with a zero, but I don't want it to look like we paid the vendor nothing!

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    Michelle Carr
    Accountant
    AFC Finishing Systems
    Oroville CA
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  • 4.  RE: Purchase Order - Received but will not have an invoice to apply

    TOP CONTRIBUTOR
    Posted 10 days ago
    Hi Angelique:

    I am wonder if this article from Victoria Yudin about paying vendors with credit cards would apply to your scenario:

    https://victoriayudin.com/2009/01/04/using-credit-cards-to-pay-vendors-in-dynamics-gp/

    Go to Scenario 2.

    Since you are receiving something from a vendor on a PO, if you zero out the invoice match it would look like you would be paying the vendor $0, even though you really are. It's just on a purchase card instead.

    I hope this helps.

    Thank you.
    -Joe

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    Joseph C. Markovich
    IT Manager
    Okaya Electric America
    Valparaiso IN
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  • 5.  RE: Purchase Order - Received but will not have an invoice to apply

    Posted 10 days ago
    Thank you. The payment to the vendor would show via the integration file for the pcard. We have thousands of transactions a month. The vendor code in GP may appear as a zero, but we would have a bank entry showing the vendor name hitting the GL from that pcard integrated file. I am so thankful for these suggestions and will give each a thorough read and trial.

    Have a beautiful weekend.

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    Angelique
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