Received not Invoiced
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Frank Hamelly | MVP...
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Super User 2025 Season 2
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ReportWell, there seems to be a considerable amount of confusion out there as to whether or not a report exists that can be used as a subsidiary ledger to tie out to the Accrued Purchases account in GP. I'm happy to say - yes, there is! In fact, there is a Received not Invoiced report (the old, ugly Report Writer type) and a Received not Invoiced SmartList (found under the Receivings Line Items folder and called 'Shipments Received but not Invoiced'). I've used both reports and they will in fact support the balance in your Accrued Purchases account, given the following -
1. You must drive a stake in the ground and reconcile this account, even if it means making a general journal entry to make a one-time adjustment to the account balance. This is required because many times, when importing beginning balances and open receiving transactions during data migration, there's a tendency to just not get this right. Beginning balances get imported with no matching receiving transactions and receiving transactions are imported with no matching GL transaction.
2. If you're using the Received not Invoiced report (Reports>Purchasing>Analysis>Received/Not Invoiced), you should be in good shape. However, if you want to use the RNI SmartList, you'll need to make a couple mods to the OOB (out-of-the-box) list.
First, add the 'Extended Cost' field to the OOB SmartList. This doesn't quite provide what we need, but gets us close. Dump the SmartList into Excel and then enter the following formula into the Extended Cost field: (QTY Shipped - QTY Matched - QTY Rejected)*Unit Cost. This will result in an accurate Received not Invoiced value for the line item. Copy this formula to the other records in the report, add a total, and voila - you have your RNI report in Excel format.
The reason we have to modify the extended cost field is because that field in the SmartList doesn't account for the 'QTY Rejected'.
Compare the total on your RNI SmartList to your RNI report. They should match. If not, then analyze the differences. There's probably an error in your SmartList definition or formula entry in Excel.
Once you're confident that you have the right number, compare this to your Accrued Purchases account total. If necessary, post a general journal entry to tie your account out to the RNI report. Now,if you really want a useful report, replicate this SmartList in SQL Reporting Services or Crystal. You can avoid the Excel dump.
Then, and this is critical, especially in a high-volume environment - reconcile this account DAILY to your SmartList and/or report. Any discrepancies can be spotted and corrected easily. Trust me, it's a nightmare if you have to analyze weeks or months worth of transactions.
A reconcile a day will keep the auditors away :)
Enjoy!
PS, I'll get better at this blogging stuff as time goes on with images and other cool stuff. Please be patient with me!
1. You must drive a stake in the ground and reconcile this account, even if it means making a general journal entry to make a one-time adjustment to the account balance. This is required because many times, when importing beginning balances and open receiving transactions during data migration, there's a tendency to just not get this right. Beginning balances get imported with no matching receiving transactions and receiving transactions are imported with no matching GL transaction.
2. If you're using the Received not Invoiced report (Reports>Purchasing>Analysis>Received/Not Invoiced), you should be in good shape. However, if you want to use the RNI SmartList, you'll need to make a couple mods to the OOB (out-of-the-box) list.
First, add the 'Extended Cost' field to the OOB SmartList. This doesn't quite provide what we need, but gets us close. Dump the SmartList into Excel and then enter the following formula into the Extended Cost field: (QTY Shipped - QTY Matched - QTY Rejected)*Unit Cost. This will result in an accurate Received not Invoiced value for the line item. Copy this formula to the other records in the report, add a total, and voila - you have your RNI report in Excel format.
The reason we have to modify the extended cost field is because that field in the SmartList doesn't account for the 'QTY Rejected'.
Compare the total on your RNI SmartList to your RNI report. They should match. If not, then analyze the differences. There's probably an error in your SmartList definition or formula entry in Excel.
Once you're confident that you have the right number, compare this to your Accrued Purchases account total. If necessary, post a general journal entry to tie your account out to the RNI report. Now,if you really want a useful report, replicate this SmartList in SQL Reporting Services or Crystal. You can avoid the Excel dump.
Then, and this is critical, especially in a high-volume environment - reconcile this account DAILY to your SmartList and/or report. Any discrepancies can be spotted and corrected easily. Trust me, it's a nightmare if you have to analyze weeks or months worth of transactions.
A reconcile a day will keep the auditors away :)
Enjoy!
PS, I'll get better at this blogging stuff as time goes on with images and other cool stuff. Please be patient with me!
This was originally posted here.
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