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What is the best way to handle this process?
We entered 3 different purchase orders with two items on each order with 100% prepayment to our supplier. The supplier shipped the orders after receiving payment but notified us the shipments do not match the quantities specifically to each order, however, the total quantities and dollar amounts match up across the 3 loads. I can foresee other scenarios potentially happening like this. So my question is this....once a pre-payment has been made on a purchase order, can you make changes to the purchase order and apply the total pre-payment dollars differently than originally paid out?
Here is an oversimplified example:
Purchase order 1: item A - qty 50, Item B - qty 100 (prepayment $350)
Purchase order 2: Item A - qty 100, Item B - qty 50 (prepayment $550)
Supplier sends
container 1: Item A - qty 75, Item B - qty 75 (invoice $450)
container 2: Item A - qty 75, Item B - qty 75 (invoice $450)
Any options?
Overall, I understand the final $'s match up, but I'd like the background entries to line up correctly as well for any audit purposes.
Thank you!
Unallocate the payment. Reverse or credit the prepayment invoice. Adjust the prepayment distribution. Recreate the invoice. Apply the original payment.
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