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Purchase Orders - Receiving, Invoicing issue

Last post 01-28-2012 3:08 PM by Julia Kennard. 3 replies.
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  • 07-22-2009 1:15 PM

    Purchase Orders - Receiving, Invoicing issue

    Reply Contact
    Our purchase orders include several lines for several different items of various quantities, affecting several different general ledger distribution accounts. There often are several receipts for partial shipments on the same purchase order.   Vendors will invoice for a portion of the items that are on one receipt, or several items from several different receipts on the same invoice.

     

    Item prices are often different from the original purchase order. We are aware there will be a shipping charge, but we will not know how much it will be until it is billed.  FE will not allow a zero line item, so another line has to be created to add the shipping charge when the invoice arrives. According to Blackbaud, in our A/P system we can ONLY invoice for an entire receipt, or all receipts. Problems:1.      When we invoice for each receipt, including the added shipping line, we end up with several entries on the check stub for each vendor invoice, making it confusing for our vendors to apply our payments.2.     When the receipt covers several items, and the item price is different, how is it determined which General Ledger account is changed?3.     When the receipt covers several items, and only a portion of these items are invoiced, how is it determined which General Ledger accounts are charged?  How are the rest of the items on the receipt invoiced later? 4.     Encumbrances are released when the invoice is processed.  When we have invoiced from a receipt for just a portion of the receipt, the funds for all of the lines on the receipt are released… when in actuality, they should not be until those items are physically received in our office and then invoiced against. Financial Edge does not have a solution. 

     

    Has anyone found a way to “work around” these problems?  We find it hard to believe we are unique in these issues.

  • 01-20-2010 5:32 PM In reply to

    • Karen Mayo
    • Not Ranked
    • Posts 1
    • Organization: Los Angeles Biomedical Research Institute

    Re: Purchase Orders - Receiving, Invoicing issue

    Reply Contact

    You are not unique to the issues presented.  This is the very reason why our organization chose not to use the BB purchasing module.  We purchased the FE package in the summer of 2007 and have not implemented the software to-date.  HUGE INVESTMENT - and disappointment to many of us.  We tried to use the API interface suggested by BB, but that does not work either.

  • 02-12-2010 3:39 PM In reply to

    Re: Purchase Orders - Receiving, Invoicing issue

    Reply Contact

    I agree with Karen, those are indeed known "challenges" with receiving.  We do use the purchasing module and have found that there are "challenges" with that as well.  The work-around we've found is to have A/P not pay the invoice through the PO process but rather as a stand-alone invoice.  Because the PO will remain open (we routinely go in and automatically close all POs that have been fully received and paid), the PO not paid through the PO process will never automatically close. So, A/P emails Purchasing and we verify that all items have been received and then we manually close the PO (after we've pasted the email into a note attached to the PO).  

  • 01-28-2012 3:08 PM In reply to

    Re: Purchase Orders - Receiving, Invoicing issue

    Reply Contact
    Now that it is a couple years later.  Has this issue been addressed in the newer versions of the purchase order module?  I am very interested but this issue would be a major problem for us as well. Tx!
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