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POs Received Not Invoiced Reconciliation

  • 1.  POs Received Not Invoiced Reconciliation

    GOLD CONTRIBUTOR
    Posted Jun 27, 2018 03:15 PM
    Is there a way to reconcile the purchase orders received, but not invoiced in the AP module, against the GL transactions in the un-invoiced inventory GL account.  During our close, our auditors require a listing of the purchase orders received, not invoiced that tie to the GL amount on our trial balance.

    Thanks,
    Michelle​

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    Michelle Jones
    Staff Accountant
    Redneck Trailer Supplies
    Springfield MO
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    Academy - Online Interactive Learning from Experts


  • 2.  RE: POs Received Not Invoiced Reconciliation

    MICROSOFT MVP
    Posted Jun 27, 2018 03:37 PM
    Hi,
    In the procurement and sourcing module we have the 'accrued purchases excl sales tax report' that can be found in the report status menu.
    Have you already used this report for reconciling your ledger accounts?
    Best regards,
    Ludwig

    ------------------------------
    Ludwig Reinhard
    Sycor
    Goettingen
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 3.  RE: POs Received Not Invoiced Reconciliation

    GOLD CONTRIBUTOR
    Posted Jun 28, 2018 09:08 AM
    ​I am not familiar with that module, so I have not run that report yet.  However, from what I can see, I don't have access to the report you mentioned.  Do I need to do something to the accrued purchases option to exclude the sales tax?

    Screen Shot

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    Michelle Jones
    Staff Accountant
    Redneck Trailer Supplies
    Springfield MO
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 4.  RE: POs Received Not Invoiced Reconciliation

    GOLD CONTRIBUTOR
    Posted Jun 28, 2018 10:45 AM
    It looks like you actually do have access to the report.  The 'excluding sales tax' part of the name was added in D365.  In AX 2012 it's just 'Accrued purchases'.  It's under Reports\Status.



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    Ryan Sorenson
    Sunrise Technologies, Inc.
    Riverton UT
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    Academy - Online Interactive Learning from Experts


  • 5.  RE: POs Received Not Invoiced Reconciliation

    GOLD CONTRIBUTOR
    Posted Jun 28, 2018 03:29 PM
    ​Thank you very much!

    ------------------------------
    Michelle Jones
    Staff Accountant
    Redneck Trailer Supplies
    Springfield MO
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 6.  RE: POs Received Not Invoiced Reconciliation

    GOLD CONTRIBUTOR
    Posted Jun 28, 2018 04:13 PM

    One additional question.  Is there any way to run the ledger activity with either the vendor name, or purchase order number?  I am trying to use the physical voucher to match the accrued purchases report to my ledger transaction listing.  I have several lines that were not matched on the ledger, possibly due to multiple receipts on the PO?  I believe these multiple receipts would create their own voucher number which would cause them to not match.

    Any help you can give is appreciated.




    ------------------------------
    Michelle Jones
    Staff Accountant
    Redneck Trailer Supplies
    Springfield MO
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 7.  RE: POs Received Not Invoiced Reconciliation

    MICROSOFT MVP
    Posted Jun 29, 2018 01:13 AM
    Hello Michelle,
    To my best knowledge, a report modification is required if you want to have the vendor name or additional fields included in the report.
    A possible workaround is running the report with the GL posting parameter active.
    Another workaround is (a) exporting the report to Excel and (b) adding the missing information by a second export of the following form:
    Note the PO received but not invoiced form does not include the amount at the line level, meaning that you cannot simply export all lines to Excel and then add up the total. This can only be realized if the AP cube is up and running. Here a screenprint that shows where you can find the AP cube integration


    Best regards,
    Ludwig



    ------------------------------
    Ludwig Reinhard
    Sycor
    Goettingen
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 8.  RE: POs Received Not Invoiced Reconciliation

    GOLD CONTRIBUTOR
    Posted Jun 29, 2018 06:53 PM
    Hi Michelle,
    One other option is to use default descriptions on PO receipts.  Do you have this set up?  In AX 2012 it is here:


    Here is the setup in D365, it's not set up in my 2012 environment.  But the concept is the same.


    This will post the receipt number, PO number and vendor number in the description field on the PO receipt voucher:


    So this way if there are multiple receipts, each one will have the PO number in the description, and you could use that to sum up receipts on a PO to compare to the accrual report.  This won't apply to existing posted receipt vouchers, but would at least provide a solution going forward.

    ------------------------------
    Ryan Sorenson
    Sunrise Technologies
    Riverton UT
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 9.  RE: POs Received Not Invoiced Reconciliation

    GOLD CONTRIBUTOR
    Posted Aug 30, 2018 12:17 PM
    ​Is there a table in AX 2012 R3, that includes purchase order #s and all of the vouchers that have been posted to said PO #?

    One that someone with no access to the back door could get to?  Similar to an invoice journal table in AR or AP?​​

    ------------------------------
    Michelle Jones
    Staff Accountant
    Redneck Trailer Supplies
    Springfield MO
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 10.  RE: POs Received Not Invoiced Reconciliation

    Posted 24 days ago

    Hey,

    I am using D365 and I'm trying to reconcile received PO against dedicated GL account. I tried the report "Accrued purchases excluding sales tax report".

    The report is good but we have ~10% difference between the report amount and the GL closing balance. Is there any ideas what might cause the difference or any other tricks how to solve the difference?

    Couple of ideas for the difference:
    - Timing: all the transactions are not updated / recorded at the same time. For this I tried historical dates for example last day of April both for this report and trial balance. Still approx. the same difference.
    - Faulty debit or credit transactions towards the GL account. The difference is not fixed, it variates based on the date so I assume there shouldn't be faulty transactions..

    Best regards,

    Jetro
     



    ------------------------------
    Jetro Hakola
    PMC Hydraulics Group AB
    Helsingborg
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 11.  RE: POs Received Not Invoiced Reconciliation

    TOP CONTRIBUTOR
    Posted Jul 02, 2018 01:21 PM
    ​There are several good ideas here, but I thought I would add another approach.

    Create an advanced query for the "Open purchase order lines" inquiry (Procurement and sourcing > Inquiries > Purchase orders > Open purchase order lines).  The elements to add to the standard query are:
    • Filter the purchase order line status for both the status of "Received" and the status of "Open order".  This will display lines that are fully and partially received. 
    • Filter the purchase order status for both the status of "Received" and the status of "Open order".  This will display orders that are fully and partially received.
    • Filter the "Invoice remainder" field from the purchase order line for values that are not equal to zero (!0).  This will limit the display to lines that have an un-invoiced receipt.

    The resulting list will have the quantity that is received and not invoiced in the invoice remainder column, and the unit price.  You can extract the results to Excel, and add a column multiplying the invoice remainder quantity by the unit price.  The total of that column should match your un-invoiced receipts GL account.

    ------------------------------
    Kevin McLean
    Strategic Solutions NW, LLC
    Beaverton OR
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 12.  RE: POs Received Not Invoiced Reconciliation

    GOLD CONTRIBUTOR
    Posted Aug 31, 2018 08:42 AM
    There is one issue with that report in AX 2012 CU9 (not sure if later) we found is that if you want to run it AS OF an earlier date and you have done Receipt Correction the correction goes back to the date of the original receipt and the open unvouchered receipt is no longer on the report.
    We ran the report immediately at Vendor (AP and PO) closing it tied.

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    Barr Snyderwine
    Avanade
    Middletown MD
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    Academy - Online Interactive Learning from Experts


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