Project Purchase order in committed cost

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Posted on by imran ul haq

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Hi All

I created the PO from the project module, and against this PO i have receive the 5 invoices and the PO status is invoiced. As the PO is full invoiced, so it should not show any committed cost against this PO but it is showing the committed cost (value & qty as of 1st invoice).

After digging out, i found the PO number is missing on one Invoice register . Is this is the reason of showing the committed cost, or any other.

For invoicing we are using the three way matching principle, so once we receive the invoice we make the invoice register. And in the line we put the PO number and out of the 5, the PO number is missing in one (first invoice) invoice.

Can you suggest me how i can fix this issue.

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André Arnaud de Cal... 301,069 Super User 2025 Season 2 on at

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Hi Imran,

As the PO is fully invoiced I wonder if the first invoice is posted against the PO or not. Can you check the project item transactions and also the inventory transactions related to the PO? Probably on one of those invoices the inventory quantity of the "remaining" first invoice is also matched with another invoice. This is possible if you don't pay attention if the three way matching details are not checked correctly.

So e.g. if you have 100 pcs. ordered and received, you can post on an invoice containing 30 pcs a matching of the full 100 pcs inventory. This is not a desired situation in your case.

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imran ul haq 4,017 on at

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Thanks Andre for ur reply.

But here the cost is showing in both actual and committed, the invoice amount is showing in the posted transaction and when i check the committed cost (Control tab > Committed cost) it is showing there also. I checked the Inventory transactions also against that item, it have two transactions one purchased and other transaction with the same amount. So the inventory transaction is also fine. But not getting how the amount is showing in the actual cost and the committed cost at the same time.

please advise

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André Arnaud de Cal... 301,069 Super User 2025 Season 2 on at

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Hi Imran,

I still think that some update in your inventory or project transactions might be wrong. As I can't look in your environment, it is almost impossible to help you. I think you have a rare exception here. When I have situations like this I try to look at detailed table records to find any differences between transactions.

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Joel Leichty 466 on at

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I had this issue at a client, but we were never able to reproduce it for Microsoft so there's no hotfix.

There is a bug somewhere in Procurement > Periodic > Cleanup > Purchase order history cleanup. Do not run this if you are using Committed costs or you could have a mess on your hands.

On the Purchase order header or line there's a Finalize button. That should be part of your process when using Committed costs to clean up any leftover amounts.

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imran ul haq 4,017 on at

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Thanks Joel

but i haven't run the purchase order cleanup, i simply raise the PO from the project and invoice the PO through the invoice register process (three way matching)

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imran ul haq 4,017 on at

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Thanks Andre,

Can u please give me any hint like how i can trace it starting from which area like what tables etc. like you use to do.

thanks

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Verified answer

David Massey on at

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Assuming the PO is complete and you don't find errors like Andre indicate. Finalize the PO. Finalize should eliminate any committed amount which can result from price variance between the PO and Vendor invoices. Finalizing the PO will also deal with scenarios where purchase quantity and receive quantities are not the same. Finalizing a PO has impact on both project commitment tracking and budgetary control tracking of commitments.

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imran ul haq 4,017 on at

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Thanks David, it is working for me.

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Marcob45 105 on at

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I also have come across this issue, there is a bug in the system.

Created a PO from a project Qty 1 Amount £2500

Receipted the full quantity.

Ran a partial invoice for Qty 0.80 Amount £2000

After posting this invoice the committed cost position still says £2500 and does not reduce with the invoiced amount indicating there is still a committed cost of £2500 not £500.

Even finalising the PO does not change this as the PO is still expecting a further invoice of £500.

This is not correct

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Joel Leichty 466 on at

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What version / CU of AX? Check for all hotfixes related to Committed costs.

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