david_mallory
Well Known Member
RE: close purchase received lines when the supplier voucher never
We have run into this problem and devised a fix after much head-scratching.
I believe you are saying you have the following situation. Goods ordered on
a PO and received, vendor does not invoice for line x, receipt sits open
unvouched. Need to handle open purchase order line and unvouched receipt. We
are doing the following.
Create a new AAI in AP setup, with a name like FIX. Put an expense account
in this AAI to which you can charge these unvouched lines. The vouch entry
you will do below will be a credit to that account, to offset the debit
expense made when you received the goods (P4312). If you like, you can
change the account in the AAI as you do this process, to credit the items
wherever you want. The vouch process will do the usual debit to your
Received-Not-Vouched account, clearing the credit made at receiving time
(P4312), which is another part of what you want.
Start the voucher match for the unvouched line in the normal way. Do the
header. In the grid, pull to the left the Pay Status field and the GL Class
field. Make a tab for this.
In Pay Status, put a V. This will prevent the line from being paid. Payment
groups will ignore it. (See data selection in Payment Groups program.) It
will sit out there, harmless.
In GL Class, put the AAI identifier, such as FIX, that you set up above.
This will credit the line to the account in that AAI, instead of what a
voucher usually does per the usual AAI, which is to credit your usual AP
Trade Payables account.
Use OP (vouch process option) of 1, the usual (match).
Done.
Summary: You have vouched the open line as usual, EXCEPT you have credited
the line to an expense account instead of the AP Trade account, offsetting
the expense to account "whatever" when you did the receipt of goods (P4312).
You have also offset the receiving credit to Received-Not-Vouched with the
usual debit via the vouch process.
Dave Mallory Denver Water 7.332 SP 15.1 Oracle 8.1722 NT 4.0
We have run into this problem and devised a fix after much head-scratching.
I believe you are saying you have the following situation. Goods ordered on
a PO and received, vendor does not invoice for line x, receipt sits open
unvouched. Need to handle open purchase order line and unvouched receipt. We
are doing the following.
Create a new AAI in AP setup, with a name like FIX. Put an expense account
in this AAI to which you can charge these unvouched lines. The vouch entry
you will do below will be a credit to that account, to offset the debit
expense made when you received the goods (P4312). If you like, you can
change the account in the AAI as you do this process, to credit the items
wherever you want. The vouch process will do the usual debit to your
Received-Not-Vouched account, clearing the credit made at receiving time
(P4312), which is another part of what you want.
Start the voucher match for the unvouched line in the normal way. Do the
header. In the grid, pull to the left the Pay Status field and the GL Class
field. Make a tab for this.
In Pay Status, put a V. This will prevent the line from being paid. Payment
groups will ignore it. (See data selection in Payment Groups program.) It
will sit out there, harmless.
In GL Class, put the AAI identifier, such as FIX, that you set up above.
This will credit the line to the account in that AAI, instead of what a
voucher usually does per the usual AAI, which is to credit your usual AP
Trade Payables account.
Use OP (vouch process option) of 1, the usual (match).
Done.
Summary: You have vouched the open line as usual, EXCEPT you have credited
the line to an expense account instead of the AP Trade account, offsetting
the expense to account "whatever" when you did the receipt of goods (P4312).
You have also offset the receiving credit to Received-Not-Vouched with the
usual debit via the vouch process.
Dave Mallory Denver Water 7.332 SP 15.1 Oracle 8.1722 NT 4.0