Receiving reconciliation: purchase order, receipt and invoice

Record an invoice into the queue

Choose Record supplier invoice, pick a received purchase order, enter the invoice number, date, billed quantities and prices, tax and bill adjustments such as freight or a discount. You can attach the bill photo from bill scanning. Then choose Add to queue.

Steps

1. Pick a purchase order that is received or partially received
2. Enter the invoice number and date
3. Enter the billed quantity and unit price for each line
4. Add tax, bill adjustments and a note, then choose Add to queue

Good to know

• The same invoice number for the same supplier is blocked; a matching date and total shows a warning so cost is not counted twice.

Run the 3-way match

Open an invoice in the queue and choose Run 3-way match. Each line's ordered quantity, received quantity, and billed quantity and price are compared. Within tolerance the invoice becomes Cleared; over tolerance it shows under Differences and must be settled.

Good to know

• Quantity and price tolerances are set on Settings › Approvals.

Settle a difference and choose the price

For an invoice with differences, choose Settle difference, then Use the invoice price (the cost of the received stock is corrected to the invoice price) or Keep the received price, and enter a decision reason. The person who recorded the invoice cannot settle it; someone else must decide.

Good to know

• Using the invoice price records a separate cost correction; the original receipt is not edited and stock quantities do not change.
• Check the source documents with the supplier before choosing a price.