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I entered a PO (PO#001222) in Dynamics and the amount was $1,599.49
I posted two invoices to this PO by following this path:
>Transactions > Purchase Order Entry >Actions >Receive and Invoice the PO items
The totals of the two invoices was:
Invoice#1 $ 997.38
Invoice #2 $ 599.86
Total $1,597.24
PO#00122 Total -$1,599.49
Remaining Balance of PO $ 2.35
The PO no longer shows up on the list of PO’s when I follow this path and try to pull it up using the magnifying glass:
>Transactions > Purchase Order Entry
However when I try to see it using the following path it shows me the PO entry and both the entries from the invoices posted against it (please see screenshot below):
>Inquiry >Purchasing >Purchase Order Documents
As can be seen in the screenshot below, I have checked off “Open Purchase Orders” and the following is displayed:
My questions are:
I thought that the only time a PO will disappear from the list where I access PO’s using the first path (>Transactions > Purchase Order Entry) will only happen when the Total of the PO matches the total of the invoice(s) posted against it.
Can someone tell me how I can pull up this PO again so that I can post this remaining $2.35 which is outstanding against it?
Or is there a way to void one of the invoice entries (the second one for $599.86 as this is entered in a period which I have not yet closed) and enter a new amount that matches the remaining balance of the PO ($599.86 + $2.35)
And lastly, is someone able to tell me why this PO would show up when I follow the second path (>Inquiry >Purchasing >Purchase Order Documents) and check off “Open Purchase Orders” while it does not show up with the rest of the open purchase orders when I follow the first path and use the magnifying glass (>Transactions > Purchase Order Entry)?
Sorry for the long post but I hope this explains my problem well and we are very much thankful and appreciate everyone’s feedback.
Thank-you for reading this post.
Kind regards,
Reed
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Hello Reed
You must have spent a lot of time writing this wonderful thread, and I do enjoy answering such a question. Let me start by providing an important piece of information regarding the financial perspective in the purchasing cycle.
When you open a purchase order, there is a field for unit cost which can either be defaulted from the system (such as item current cost, which is the cost of the last receipt entered) or can be manually entered. There is no financial effect at all, neither any journal entry is generated as a result of a purchase order. On the other hand, this amount is primarily used for PO commitment and budgeting purposes.
Therefore, when you entered the purchase order with a total amount of 1,599.49, then you received and invoiced with the actual cost of 1,597.24, the system and specifically the inventory module will consider the cost posted on the shipment/invoice level, not the cost on the purchase order level. The generated Journal Entry of this process will debit the inventory and credit the AP with the shipment/invoice amount (1,597.24)
Now in case the cost posted through the shipment/invoice is incorrect and should be corrected, you need to go to (Purchasing > Transactions > Return Transaction Entry) in order to return this shipment. Choose the "Return with Credit" type in order to affect both Inventory and AP
Regarding the Second Question
When the purchase order has been received and invoiced, the status is changed into "Closed", since it was fully received and invoiced. The system will not allow you to reach the PO through the purchase order transaction window, rather you can still reach the PO in the inquiry under the "Open Purchase Order". It is under Open purchase orders since it has not been moved to history.
One final note, when you choose the PO through the purchase order entry window, the system will notify you that this PO is closed through the following warning message
Please never hesitate to share any further inquiries,
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