Receiving Transactions Entry

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Posted on by Patti V C

Hello,

I do not see this question in the historical conversations.

Is there a setting to warn when you receive in a duplicate vendor doc. no. on the Receivings Transaction Entry window?

On the payables transactions entry duplicates are not allowed. I understand that you may have more than one receipt for an invoice, which is why it is allowed. But a warning would prevent duplicate receipts done in error.

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Microsoft Dynamics GP

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Nicole Hellerud 1,712 on at

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Hi Patti V C,

Thank you for your post.

When I create a receipt that has the same vendor/vendor doc. no. combination I receive the message This vendor document number already exists. Please enter another vendor document number. Do you not receive this?

Or am I misunderstanding what numbers will be re-used? Are both receipts the same type?

I appreciate your time and look forward to your feedback.

Best Regards,

Nicole Sutton

Support Engineer

Microsoft Dynamics

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Patti V C 17 on at

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Hi Nicole,

Thank you so much for your reply.

I get that message when I use the payables transaction screens, but not when I use the receiving transaction entry screen. If you get that message when you receive an item, then it must be a setting that I do not have turned on. I see the area to turn it on or off for payables entries but not receivings entries. Any help to locate that option would be very much appreciated!

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Nicole Hellerud 1,712 on at

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Hi Patti,

Thank you for your update providing further details.

I've been able to test further and found that the message This vendor document number already exists. Please enter another vendor document number. only occurs when the receipt is either a shipment/invoice or invoice receipt.

Shipment receipts do not post to Payables, so the vendor document number logic does not run.

Do you see the same results on your system?

Best Regards,
Nicole Sutton
Support Engineer
Microsoft Dynamics

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Joseph Markovich 3,976 on at

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Patti-

That would be a great feature request on the Ideas site: experience.dynamics.com/.../

As potential workarounds for the possibility of duplicate receipts, there are other controls/reporting inside of GP to let you or others know if there is something that might be incorrect.

1. Received/Not Invoiced report. Your finance team should be using this to know of any invoices for purchase receipts that are outstanding. This report is also used to balance Accrued Purchases to the General Ledger.

If something shows up on this report that is incorrect, you can enter a Returns Transaction Entry transaction to back out the receipt and update the purchase order(s) to go back to the quantities they were before the shipment was posted.

2. Your partner or someone creating a customization for the Receivings Transaction Entry screen to look at the Vendor Doc Number and put a prompt on the screen if it is a duplicate number for the vendor that was selected.

Just a couple of thoughts for you.

Joe

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Patti V C 17 on at

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Hi Nicole,

Thank you for confirming my findings, although I am disappointed.

"Shipment" transactions include the document no. and when things get crazy, our AP team sometimes does not realize that they are processing something a second time. We may not realize it for a while and the GL will be overstated.

I realize there is a possibility of receiving an invoice with two different PO's which is why it has to be allowed, but I was hoping for a warning. Another community response I got talks about "received not invoiced" report which could be helpful. I also am familiar with the "returns" feature which we use to "void" unintentional shipments/receipts.

Thanks again for your time and expertise.

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Patti V C 17 on at

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Thank you Joe,

It is great that the community is so helpful! I will add a request for the feature for "shipment" receipts.

I am familiar with the received not invoiced report as well as the "returns" feature.

Unfortunately, before I learned about the "returns" feature to VOID, the previous accounting team, simply did a journal entry to fix the GL. (bad, bad, bad!)

Now we have really old items on that report that do not tie to the GL. We need to remove the old ones, but do not want to create a big accounting entry. Is there an easy way to do this?

Thank you!

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Joseph Markovich 3,976 on at

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Hi Patti-

I remember having to fix the Received/Not Invoiced report and oh my it was a LOT of work to clean it up.

On the Received/Not Invoiced report, look up a few of the lines on the report in PO Inquiry (Purchasing > Inquiry > Purchase Order Documents).

Just enter in the PO number in the PO Number field on the screen, check all of the checkboxes (Open Purchase Orders, Historical Purchase Orders, Receipts Received) and his Redisplay at the top.

Select the PO number line in the grid and click the blue underlined PO Number. This will open PO Inquiry.

Down at the bottom of the inquiry screen, what is the status showing? Received or Closed?

Joe

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