Purchase Order/Invoice vs. QuickBooks

(0) Share

Report

Posted on by Community Member

Hello,

I'm testing Dynamics 365 Financials with the hope of converting from QuickBooks.

When testing the purchase order/purchase invoice function I found it either quite week in comparison to QuickBooks, or I just don't understand how to do what I need it to do.

Is it possible to receive partial orders, so that back ordered items are maintained?
When a vendor sends/invoices for a purchase order, but it also contains some backordered items from a prior purchase order. How is this recorded to clear the open purchase order items from two or more purchase orders?

In QuickBooks when a purchase invoice is entered, you are given a checkbox option to select the open purchase orders related to the invoice.

Thanks,
Shawn

Categories:

Purchasing

I have the same question (0)

All responses (3)

Answers (2)

Verified answer

Andrei Panko on at

Like (0)

Report
Copy link

Link copied!

The correct way would be:

1. post receipt of PO#1, item a x 1.

2. post receipt of PO#2, item a x 2.

3. create new purchase invoice, use function Get Receipt Lines to choose received, but not invoiced lines from PO(s).

When you post invoice created on step 3 the Invoiced Qty is updated in the PO#1 and PO#2.

However this flow is not possible right now, as the "Get Receipt Lines" action is not available.

I logged this. id 217819.

Should be added in one of future updates.

Workaround:

Just create and post invoice #2. As this invoice is not linked to POs, the Qty Received and Qty Invoiced will not be updated in POs. But qty on hand will be updated.

Thanks

Was this reply helpful? Yes No
Community Member on at

Like (0)

Report
Copy link

Link copied!
Hello,

Thank you for the reply. Sorry for taking so long to get back to this. I'm just getting back to testing after hoping some of my requirements are now possible with the current updates.

I understand what was suggested in how financials maintains purchase orders/back ordered items, however, the answer above doesn't provide the complete solution to the shortfall between 365 Financials and QuickBooks. Let me explain with a scenario.

Purchase order 1 is for two items. Item a and item b

Item a x 2

Item b x 2

Received and invoiced on vendor invoice #1

Item a x 1 (one item is back ordered)

Item b x 1 (one item is back ordered)

Purchase order 2

Item a x 2

Item b x 2

Received and invoiced on vendor invoice #2

From PO #1

Item a x 1

Items b x 0 (one item is still back ordered)

From PO #2

Item a x 2

Item b x 0 (two items are back ordered)

The above should show quantity in stock of:

Item a x 4

Item b x 1 (with 3 on back order)

So my question is:

How do I record a vendor invoice (invoice #2) which contains items from PO #2 plus a back ordered item from PO #1?

Also, is there a way to show "Quantity on Purchase Order", and "Quantity on Sales Orders" within the "Items" list? and Items card?

Thanks,
Shawn

Was this reply helpful? Yes No
Verified answer

Jannik Bausager2 on at

Like (1)

Report
Copy link

Link copied!

Hi Shawn,

Thank you for testing Dynamics 365 for Financials.

Before answering your questions, I want to make sure you are using the right Experience in Financials.

We offer 2 experiences, Basic and Suite. In order to get access to the Purchase Order functionality you must activate the Suite experience. You activate the Suite experience by going to Company Setting and change Experience to Suite and then log out and log in again. See the instructions here: https://madeira.microsoft.com/en-us/documentation/ui-experiences/

1. Yes, once you are using the Suite experience then you can select Purchasing on the drop down menu next to Home

Then you get access to Purchase Orders

On a Purchase Order you can now manage back ordered items by using the last field on the Purchase Order lines called Quantity Received and then post the quantity received to update the stock and still keep track on the remaining quantity as back order.

You can also manage Drop Shipments e.g. sell the items on a Sales Order and then create a Purchase Order and get the items directly delivered to the customer: https://madeira.microsoft.com/en-us/documentation/sales-how-drop-shipment/

2. You don't have to enter the vendor purchase invoice, you just open the orders directly from the Vendor card (see fact box from the Vendor Card in the screen shot below) and now post the orders after updating the received quantity.

Hope this helps.

Was this reply helpful? Yes No