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Purchase Accrual Report Issue (Posted invoice against a po less than the received amount)

  • 1.  Purchase Accrual Report Issue (Posted invoice against a po less than the received amount)

    Posted Oct 04, 2019 12:50 PM

    Good afternoon,

    We are faced with the current problem.

    An AP user posted an invoice against a product receipt on a purchase order. The product receipt was for a qty of 1. The invoice posted was for a qty of .31. The invoice has since been approved and posted. The issue we have now is that the Purchases Accrual report still shows the open received and not invoiced balance for the remaining qty on the line item.

    The AP user says that they will not be receiving any additional invoices for this po and need to close it out and remove  the remaining balance that is accrued on the sub ledger.

    My question is what is the best route to do so? If we try to go back to the po receipt and correct it to .50, it will not let us. We will receive an error stating that we cannot correct the receipt because there is a pending invoice, however there is no pending invoice in the system.

    What would be the best practice here?



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    James Self
    Enviva
    Bethesda MD
    ------------------------------
    Academy - Online Interactive Learning from Experts


  • 2.  RE: Purchase Accrual Report Issue (Posted invoice against a po less than the received amount)

    Posted Oct 04, 2019 12:51 PM
    We are on AX2012R3 (Latest Update) btw

    ------------------------------
    James Self
    Enviva
    Bethesda MD
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 3.  RE: Purchase Accrual Report Issue (Posted invoice against a po less than the received amount)

    Posted Oct 07, 2019 02:00 AM
    You can go to the PO Line and do Update line > Deliver remainder > Cancel quantity

    ------------------------------
    Suresh Kotturi
    Solution Architect
    Avanade
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 4.  RE: Purchase Accrual Report Issue (Posted invoice against a po less than the received amount)

    GOLD CONTRIBUTOR
    Posted Oct 07, 2019 08:24 AM
    Suresh's answer is correct and best practice. By cancelling the remainder you are saying that you have received .31 and will not be receiving anymore meaning your PO status will update to "Invoiced" and any accrued amount will be removed.

    Thanks,

    ------------------------------
    Arush Kuthiala
    Western Computer
    Toronto ON
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 5.  RE: Purchase Accrual Report Issue (Posted invoice against a po less than the received amount)

    Posted Oct 07, 2019 03:55 PM
    Hey, thank you all for responding. I actually did the following,
    since the goods receipt was for a qty of 1 and the user invoiced for a qty of .31 against that receipt, we could not edit the delivery remainder. I instructed the user to create another po (exactly the same as the previous one except with a negative qty). The user then made the receipt for -1 qty and then invoiced for -.31 and settled the two invoices. This balances out the vendor account and balances out the purchases received and not invoiced account.

    The user will now go back in the system and process and new po and invoice for the correct totals.


    ------------------------------
    James Self
    Enviva
    Bethesda MD
    ------------------------------

    Academy - Online Interactive Learning from Experts


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