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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Three-Way Match Proble...
Microsoft Dynamics GP (Archived)

Three-Way Match Problem(s)

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Posted on by Tom_CCS 40

Our PO process has a an accrual setup upon receipt, it credits our A/C exp "clearing" and debits our material exp.  I walked into this position a few months ago and only found out recently that this "clearing acct" was not being managed.  After a quick look, it is obvious that we have some receiving issues that leaves a value in the account, even after the offsetting entry is made when we post the A/P invoice (counting issues).  We are told that we cannot go back and change the receipt qty once we match it to the PO line item...  Is this true?  Do any of you have a "work around" as I can see quite a few errors related to this processes. 

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  • Richard Whaley Profile Picture
    Richard Whaley 25,195 on at

    Cleaning up Received not Invoiced and the receiving accrual accounts is a task that happens all too often.  Having "walked into" this mess, I would suggest the following:

    1.  Close all POs that are truely dead (received and paid).  That will clean them off the Received Not Invoiced )RNI) report but does no journal entries.

    2.  Run the RNI report to get the total open receipts.  Make sure Payables agrees they have not paid any of these.  If so, you probably have some residual POs that cannot be closed because they are not yet received.  Take the these already paid amounts and subtract them from the RNI balance.

    3.  Adjust the Receiving Accrual account to match the adjusted RNI balance. 

    4.  If you had some prepaid invoices listed on the RNI, you won't match until the rest of the PO is received, invoiced properly, and then you manually close these POs.  See if you can't close the POs and create new ones for outstanding shipments.

    5. Make sure that accounting is properly and always matching.  There should be a clear line about what to match and what not to match.  For example, rent, electricity, water, etc is never matched.  Anything physical, including copier paper, fixed assets, etc have POs issued and are received and matched.  Work with purchasing and payables to define the line.

    6.  Check the RNI to GL balance weekly to make sure the numbers do not drift.  If they do, go beat someone up!

    We publish books on GP and have this process (and lots of others) well documented.  Check out Understanding Purchase Order Processing or our Confessions book.  For that matter, check out all of our books.

    www.AccoladePublications.com

  • Tom_CCS Profile Picture
    Tom_CCS 40 on at

    Thank you for your fast and informative reply.  I just ran a RNI report (apparently neither anyone on staff or our consulting group is aware of this report).  It shows the items correctly, but regardless of the qty received shows as a "1" and w/o any unit costs.  In all cases invoiced is "0".  Did this account get setup incorrectly, or is the reporting hosed???

    Thanks...

  • Richard Whaley Profile Picture
    Richard Whaley 25,195 on at

    Look back to the actual receiving transactions and see if the quantity there matches the quantity on the report.  It should!

    It appears that the payables team has been vouchering without matching.  Now you have a bigger problem...where did they offset the AP entry?  I would guess that if the PO purchased inventory, the receipt would debit inventory and credit receiving accrual.  Since vouchering the invoice would credit AP, I would guess they debited inventory AGAIN.  Just maybe they did it correctly and debited receiving accrual but you need to check thls.

    So, now I am hearing two procedural problems, improper receiving transactions and improper vouchering of payables.

    I know you said you are new so YOU get a break.  There are some good classes on GP and some good books available as well.  Check our web site for both.... www.AccoladePublications.com .  Then you can teach these other people that should have known better!  ;)

     

     

     

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