Receiving goods that will not be invoiced

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Presently, we receive a product from our customers that is integral to our manufacturing operations. Since we don't make any payments for this material, no invoices are generated. However, we track the inventory of this item to assist in production planning and reorder processes. When we receive the material into our warehouse, we adhere to a standardized procedure using purchase orders to ensure consistency.
Despite following the same registration process for material entry into the system, the registered material remains in a state of /registered not invoiced./ Is there a mechanism to facilitate an automatic progression through this stage without resorting to the creation of a fictitious invoice and payment to close the purchase order?

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BillurSamdancioglu 19,703 Most Valuable Professional on at

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Hi,

Why not you create an invoice with zero price?

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BillurSamdancioglu 19,703 Most Valuable Professional on at

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Or not use Po but inventory journals.

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Frank Hamelly | MVP... 46,625 Super User 2025 Season 2 on at

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I second Billur's suggestion - post a $0 invoice against the receipt. This provides a good, complete audit trail also.

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André Arnaud de Cal... 301,037 Super User 2025 Season 2 on at

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Hi Chris,

Like mentioned below, you would need to post an invoice when using purchase orders. This will financially close the PO and the inventory transaction for the receipt. In case the goods don't need to get a cost price, you can have a zero price and automatically post these invoices via a batch framework.

If the items would need a cost price, there are various options. With standard costing, you can still have a zero unit price for the items. In case of any other inventory costing method, you can have negative charges or a cash payment option on the terms of payment.

The inventory journal as mentioned by Billur is also an option.

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