How to fix wrongly posted PO invoice in AX 2012 ( Mismatched P&L and trial balance)

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The receipt was completed for full quantity on PO line.Qty- 10. Unit price 300.

The invoice has been posted for a quantity of 1 against a receipted quantity of 10, as such instead of buying 1 for 300 we would appear to have bought 10 for 300.

We have matched the invoice incorrectly and then tried to correct by un-receipting further exacerbating the issue.

We have understated P&L cost and the GRNI value on the balance sheet.

Now what we are supposed to do to fix it? Do we need to do something with the Vendor posting profile to fix the imbalance between Accrual purchase and trial balance (like using charges to adjust) or we need to do purchase return on Invoice?

Any help would be appreciated.

Thank You

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Ludwig Reinhard Microsoft Employee on at

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Hi H.N.

What does GRNI stand for?

What valuation method (FIFO, LIFO, etc.) do you use?

Best regards,

Ludwig

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Hi Ludwig,

Goods Received Not invoiced ( GRNI ) - A record in the accounting system that says that some goods have been received, probably matched to a purchase order, but there is no corresponding invoice.

We are using FIFO valuation on Item Model Group and Its a service item (non-stocked product ).

Kind Regards,

Harsh

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Ludwig Reinhard Microsoft Employee on at

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Hello Harsh,

Why is there something wrong with the GRNI balance? If this is a service product you should not get any product receipt postings. Similarly, why are service products received and matched in the PO?

Are these 'stocked service products'?

Aren't they directly expensed?

Best regards,

Ludwig

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Hi Ludwig,

The Invoice was processed for a quantity of 1 against the full receipt quantity, this resulted in the system correctly reversing the amount 3000 from the receipt and processing the invoice value of 300. This is despite receiving two messages that stock cost will be understated and a warning message on the line of the invoice.

What has then occurred is that someone has corrected the receipt to reduce the receipt quantity to 1, the sytem has processed this by removing the GRNI vlaue of 2700 (QTY 9* Unit Price 300)

We are now in the position that we have understated P&L cost and the GRNI value in the balance sheet.

The line has since been receipted for a quantity of 1 and an Invoice is curently pending for this quantity.

We therefore need to complete a correction to invoice that puts the value of DR-2700 back to the P&L and CR-2700 back to GRNI, in an attempt to correct the mismatched quantities,.

Ans to your second question the Item model group attached to product contain only 2 check box enabled, which is financial negative inventory & Accure liability on product receipt. hince, product is service but non-stock .

Many Thanks,

Harsh

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Ludwig Reinhard Microsoft Employee on at

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Hello Harsh,

What I cannot understand from what you write is the whole inventory related stuff. I mean, why you post packing slips and worry about understated cost prices if you work with non-stocked service items.

Those items are typically not posted to balance sheet accounts but rather directly expensed.

Isn't the item setup wrong then?

And if you are working with non-stocked service items that are expensed, wouldn't it be sufficient to post a GL correction only? Why you worry about inventory?

Nest regards

Ludwig

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Chandra Wijaya Seti... 1,145 on at

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you can try to post the pending invoice qty with zero price so it will reversed whatever posted during packing slip.

Well your case not really clear and it is challenging to explain anyway without screenshot i can only tell try this not in production though.

you should copy the data to test system and try to post the invoice with zero price.

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Hello Ludwig,

I am not fully aware of the client environment as I am from non financial back ground, but I can understand what your are trying to explain me here - " if you are working with non-stocked service items that are expensed,"

Another thing for which we are worried about is Accrual Purchase report, which is now showing incorrect value. i;e- invoiced 10*300= 3000. Do you know how can we fix it in report.

Mant Thanks,

Harsh

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Hi Chandra,

Thanks a lot, in regard to your statement -"post the pending invoice qty with zero price so it will reversed whatever posted during packing slip" but can you please eleborate how can packing slip get reversed if we post pending invoice with Zero quantity. I mean as I am from non financial background so i didn't understand the logic behind it.

Kind Regards,

Harsh

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Chandra Wijaya Seti... 1,145 on at

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Post invoice will have two entries

Reverse grn

Invoice entry (debit inventory credit payable)

Since zero price is entered it will only have GR reversal

Please do it in test if you are not familiar with this

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Ludwig Reinhard Microsoft Employee on at

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Hi,

Posting a $0 invoice might be able to fix the issue with the GRNI report but it might cause some valuation issues for the 'stocked expense item'.

I think the first thing to do is finding out why the item has been setup this way. There must have been a reason for doing this.

Best regards,

Ludwig

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