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Matching Purchase Order with Invoice without going through the inventory system

We are trying to set up a PO system. We've only used POs before for printing to send them to vendors and we've never actually used them to receive items and match to bills. We are a service company, therefore we do not need to utilize the inventory module at all. We do not need to track our inventory. We only want to use the POs in order to print the open POs report to accrue expenses which we haven't received the bills for. Is there any way that we can keep entering bills through "Transaction Entry" and match them with a PO, without going through the "Receiving Transaction Entry" or "Enter/Match Invoices". The trouble I run into is in the "Receiving Transaction Entry" screen when I receive the shipment/invoice that's when the posting into GL gets created, but the distributions for the accounts are coming directly from Items set up. I don't want to code the purchases to my expense accounts when I am receiving the items. I want to enter the account numbers directly like in the transaction entry, without going to have to go back to the item every time I need to make a change. One time we purchase an item and it needs to get coded to one account, another time it gets coded to a different account, which would mean I would have to create the same item 5 or 6 times with each account number. How can I go around this? How can I post the invoice and match to PO without having to do my coding through the items?

Yes, set up all your "items" as Service items in Inventory Control. Most likely, since you've been entering POs and not receiving them, you probably have a bunch of them open, so it will not be an easy process to change the existing items to Service items since you need to close out the POs to begin with. You can always use the Edit Purchase Order window to cancel all POs, see if that works.

Now, if you've been entering all items as non-inventory items (without the items being setup in inventory) on the PO, then this should be easy, but you need to cancel/close all the POs first.

Once all POs are closed out, a simple SQL script on the Item Master table will allow you to change the items to Service (if items are setup in inventory). If items are not setup in inventory, you will want to set them up as service items.

Once you have them converted to service items, you can then continue to issue POs, but use the Receiving Transaction Entry to do the receipt as a Shipment/Invoice. This will not create any entries in inventory, but will allow you to keep track of the vendor invoice as if they were entered in the Transaction Entry screen.

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