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Items invoiced but not received

  • 1.  Items invoiced but not received

    GOLD CONTRIBUTOR
    Posted May 14, 2020 04:39 PM
    I am aware that there is a SmartList to show "Items Received but not Invoiced", but I am looking for a SmartList that will show me ITEMS INVOICED but NOT RECEIVED.

    We are on GP 2018 - is there one built-in that I am overlooking?  I have not worked in Purchasing/Payables as much as all the other modules.

    We recently had our annual inventory and "found" items that had not been "received" via the system but in researching, we found we had been invoiced two months prior.  The material had actually come in, put into inventory but never received into the system.  This is actually happening more often than we like ......

    Therefore, I thought if there was a SmartList I could set up that I could run every couple of weeks to show if there is material we've been invoiced for but not received, we could go back to the vendor's invoice and see if there was a tracking number or get with the vendor.

    Any assistance to point me in the right direction would be greatly appreciated.  I would love an SQL View that I could pull into SmartList but am not sure where to start.

    Thank you,
    Pam

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    Pam Palmer
    Project Mgr/Database Admin
    Temple, Inc.
    Decatur AL
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    Academy - Online Interactive Learning from Experts


  • 2.  RE: Items invoiced but not received

    SILVER CONTRIBUTOR
    Posted May 15, 2020 07:55 AM
    We always use purchase orders for inventory coming into stock.  We can't pay a vendor invoice without a receipt.  I would assume that the payables person would be looking for a receipt to be able to process the invoice.  If they don't have a good tickler file, then the invoice would be past due on a vendor's monthly statement.  That is our checks and balances on the situation that you describe.
    We also have a weekly PO past expected receipt report that we get on Fridays.  We update our purchase orders with an expected receipt date on a line item basis.  The weekly report looks at the open lines on our open purchase orders and adds 10 days.  If the product hasn't arrived within 10 days of the expected date, then the purchase manager will follow up with the vendor or check with the warehouse to see if the product had arrived and the receipt was not entered.
    I hope this helps.

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    Bob Lash
    General Manager
    Ti-SALES, Inc.
    Sudbury MA
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    Academy - Online Interactive Learning from Experts


  • 3.  RE: Items invoiced but not received

    GPUG ALL STAR
    Posted May 15, 2020 11:50 AM
    Hi @Pam Palmer

    Theoretically, you can build your own with the 'Receivings Line Items' SmartList.  In that list you will find a number of QTY fields available in COLUMNS.

    Two of them are QTY Shipped (Received) and QTY Invoiced (self explanatory)

    Use the Search Function and do a Field Comparison that is if QTY Shipped is LESS than QTY Invoiced and you should have a report.

    *Let me know if this does not work right*






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    Academy - Online Interactive Learning from Experts


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