Invoice multiple times on the same purchase order (progress billing)

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Posted on by Dylan Vincent

Hello---

We invoice from the PO. Here I have 1 line item for $5000. I have 5 Invoices for $1000 each. If I change the Direct cost to 1k, enter the 1st invoice, the PO will close out and I am stuck recreating new PO's to tie to the job, job planning line etc.

How can I invoice multiple times on the same PO if the line items always come though with a QTY of 1?

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Financial Management

Purchasing

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Dylan Vincent 60 on at

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RE: Invoice multiple times on the same purchase order (progress billing)

Hi, Nitin--

How can you receive the payment multiple times?
Dylan Vincent 60 on at

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RE: Invoice multiple times on the same purchase order (progress billing)

Thank you for everyone's support.

Recap.

We create a Job.

We have 1 planning line for $100

We create the PO from the Job card.

In the Job planning line, we have the $100 service with a QTY of 1

Here is the PO. 1 Line with a QTY of 1

Let's say I have 3 invoices that come in overtime of the job

1st invoice for $50

2nd invoice $40 Invoice .. received a few weeks later

3rd invoice for $10... received a few weeks later

How can we progress bill on this PO? (Invoice this PO multiple times)? Are we not setting up these type of services correctly? These are for construction jobs where we get an initial quote . The customer needs a PO. Then we get invoices for material one week, services the next week, etc. Account payable just wants to utilize the same PO for all these invoices.

If we change the PO price o match the 1st invoice the, PO closes out. Then we have to create a new PO for the 2nd invoice and tie it to the Job, job planning lines so Accounts payable can invoice. This has been my only solution in order to keep budget vs actual correct.

Thank you again everyone!
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Inge M. Bruvik 32,744 Moderator on at

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RE: Invoice multiple times on the same purchase order (progress billing)

One option is also to post the 5 first invoices as prepayments to the vendor. When you get the final invoice you can receive the qty and finalize the invoicing.

docs.microsoft.com/.../finance-set-up-prepayments
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YUN ZHU 70,124 Super User 2024 Season 2 on at

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RE: Invoice multiple times on the same purchase order (progress billing)

Hi, Nitin is right, unless you change the quantity to 5 and the unit price to 1000, you cannot invoice the order five times.

I am not very clear about your specific need, can you use Prepayment Invoice instead?

Hope this helps as well.

Thanks.

ZHU
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Nitin Verma 21,025 Moderator on at

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RE: Invoice multiple times on the same purchase order (progress billing)

Hi,

I did not get what you mean by receive the multiple times invoicing.
Dylan Vincent 60 on at

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RE: Invoice multiple times on the same purchase order (progress billing)

How would you go about receiving the involve multiple times?
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Nitin Verma 21,025 Moderator on at

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RE: Invoice multiple times on the same purchase order (progress billing)

Hi,

You can receive the payment multiple times, and later on when you think that all the payment is done, you can Post your final invoice and apply all those payments with your invoice matching with the total invoice amount.

Thanks.
Dylan Vincent 60 on at

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RE: Invoice multiple times on the same purchase order (progress billing)

How would you suggest setting up a job so when a PO is created, we can invoice on the dollar amount vs qty?

Example- we have a 1 line job for 5k. 1 PO is created. The vendor sends small Invoices during the time of the job until those invoices equal 5k.

Thank you for your time Nitin!
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Nitin Verma 21,025 Moderator on at

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RE: Invoice multiple times on the same purchase order (progress billing)

If you have only 1 Qty and Qty. to invoice defined 1 as well, so in that you can not do the multiple invoices.
Dylan Vincent 60 on at

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RE: Invoice multiple times on the same purchase order (progress billing)

The PO is for a QTY of 1. I don’t think the system will allow me to up the PO QTY to 5. I want to invoice multiple times on one line item and I do not want to receive by percentage/ decimal. Would I create more lines in the PO that tie to job and job planning lines?

Thank you for your support.