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Dynamics 365 Community / Forums / Microsoft Dynamics SL (Archived) / Purchasing, Receiving,...
Microsoft Dynamics SL (Archived)

Purchasing, Receiving, and Invoicing

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Posted on by Vernon Montgomery 105

We frequently receive invoices days after receiving deliveries from our vendors. While it would be ideal to receive invoices upon delivery this is not always possible.

Our current process in dynamics SL 7.0 makes receiving inventory without an invoice very tedious. The PO is created when the order is placed with costs calculated at average actual cost. When the order is received the PO must be updated on a receipt in Purchasing: Receipt/Invoice Entry (04.010.00) in order to put the quantities into inventory and continue processing Issues in the Inventory module.

When the invoice is received the PO must be reversed and reentered to correct any price differences. This can be a problem if reversing the PO sends inventory quantities to negative amounts, may require inventory adjustments, and can become very time consuming.

Can Dynamics SL 7.0 facilitate receiving inventory without an invoice? The ability to receive the PO without invoicing it or easily adjust them after invoicing without requiring inventory adjustments would save significant time in receiving and accounts payable.

 

Thanks for any help you can give on improving this process.

Vern

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  • Carolyn Kolpien Profile Picture
    Carolyn Kolpien on at
    Re: Purchasing, Receiving, and Invoicing

    Hi Vern,

    On the IN Setup screen, there is an option you can check on the Options tab in the upper left hand corner to Allow Negative Quantities.  You can turn on this option at any time.  However, you cannot uncheck it if you have negative quantities.  So it's best that once you check it, you leave it checked.  Please let me know if you need additional assistance.

  • Vernon Montgomery Profile Picture
    Vernon Montgomery 105 on at
    Re: Purchasing, Receiving, and Invoicing

    Hi Carolyn:

    I am willing to allow negative counts/balances for all inventory in order to improve this process. It would save times and negative counts would stand out when I review inventory counts as they should only occur when returning/reposting a receipt after we receive the invoice. That would allow us to receive the inventory as it arrives and return/repost the receipt without requiring extra adjusting entries.

    Can you please advise me on where I can change this setup and if it is OK to change that setting during business hours?

    Thanks

    Vern

  • Carolyn Kolpien Profile Picture
    Carolyn Kolpien on at
    Re: Purchasing, Receiving, and Invoicing

    Hi Vern,

    You can adjust the cost on the receipt in Purchasing when you receive the item.  I assume that you know the cost from the packing list?  But after the receipt is released, you can no longer adjust it.  If you allow negative inventory, it would have to be for all items as it is an all or nothing option.  There isn't a temporary setting for allowing items to go negative.

  • Vernon Montgomery Profile Picture
    Vernon Montgomery 105 on at
    Re: Purchasing, Receiving, and Invoicing

    Hi Carolyn:

    That is correct. Typically enough inventory has been issued by the time we receive the invoice that returning the PO generates negative quantities and requires adjustments in order to process the transaction. This makes the process time consuming by either requiring extra entries to receive the inventory in a timely manner or delaying the entry of Issues because inventory has not been received in Dynamics.

    The ability to adjust pricing on receipts would be ideal to correct this problem. Or the ability to have negative inventory quantities temporarily to avoid the extra adjustments would also save time.

    Vern

  • Carolyn Kolpien Profile Picture
    Carolyn Kolpien on at
    Re: Purchasing, Receiving, and Invoicing

    Hi Vern,

    I assume that reversing the PO creates negative quantities because part of the inventory is issued prior to receiving the invoice.  Is that correct?

    There is no other way to handle this situation.  You could just do an adjustment rather than reversing the PO?  I'll ask a few other engineers to see if I can find any other ideas but the functionality that you mention is all that there is.

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