AP - How to handle Variances in PO from Supplier Invoice
AP - How to handle Variances in PO from Supplier Invoice
NOTE: This could be where the price is different or for when Freight was missed and needs to be added.
- Go to Fast Supplier Invoice Entry. Put the correct date on the invoice in.
- Put the Supplier in that this relates to, choose P for the Type
- Put the usual details (Invoice details, date & PO Number)
- Make the adjustment to the Exclusive amount. Put the proper Invoice Amount here.
Example: PO without Freight & slight price issue on a part. Exclusive amount is 261.81
The Invoice exclusive amount (correct Exclusive Amount)
The PO incorrectly had 261.81 as exclusive amount, whereas the Invoice had $281.84. There are clear variances here. To fix them after you update the curr. Amt Ex Tax to the 281.84, press OK
- This next screen should always have an “E” for Enter PO Variance as the Action. If it doesn’t, then Set as Default. As long as E is selected as the action, press Enter.
- Your PO details will come up, this is where we can make adjustments if needed. For this example, the 1st 2 lines are correct, the 3rd line Invoice price should be $6.82 not $7.09.
We also forgot Freight of $22.73 (exclusive).
Firstly let’s fix the price variance in the Inv. Select the line that needs to be updated (in this case it is line 3). Then press Price.
It then allows you to change the invoice price to what it should be (in this example I am changing it to $6.82 then press tab/enter, the “Act” column should have an “R” showing.
It is now updated.
Now to add in the missed Freight. We need to go to Charge.
Then go to Entry
Tab/Enter across to the amount column and put in the Freight charge (Exclusive of Tax). Then Enter across the Action should be R.
Then when we come to the Account column, we need to choose Freight Inwards – Finance. To choose this follow the below steps
Click on Account Code and press Filter
Type in the code for it which is 101551152210
Press Save
Then Save As “Freight Inwards - Finance”
Now it is showing the correct code you want and will make it easy to find each time you need to select this in future (simply by changing your view from standard to Fright Inwards – Finance).
After choosing the View “Freight Inwards – Finance”. Press Select
Tab across and put in your Note Description (for example Shipping costs or freight)
Then once you tab across it thinks you want to do another line, just press Escape
Press Escape again
- Then once you are back at this screen, press Exit
Accept the PO Variances by having “Y” for the next screen
Press Enter
- It will lead you back to this screen
Press Ok
Now the Invoice should look correct, if so, press OK, if not go back and make the necessary corrections
- Tab past the discount, press Escape and Post
This next part will just mention it did the recosting, this is fine
Press Ok on the next few screens and you are done
Related Articles
AP - How to handle Variances in PO from Supplier Invoice
AP - How to handle Variances in PO from Supplier Invoice NOTE: This could be where the price is different or for when Freight was missed and needs to be added. Go to Fast Supplier Invoice Entry. Put the correct date on the invoice in. Put the ...AP - Finding Transactions on a Supplier
AP – Finding Transactions on a Supplier To find transactions on a particular supplier, go to Maintain Supplier Account (AP M001). You could also go to “Supplier Enquiry” too. Or find it by going Accounts Payable – Maintain Supplier – Maintain ...How to handle Variances in PO from Supplier Invoice - Steps
How to handle Variances in PO from Supplier Invoice – Steps NOTE: This could be where the price is different or for when Freight was missed and needs to be added. Go to Fast Supplier Invoice Entry. Put the correct date on the invoice in. Put the ...Supplier invoice entry process – best practice for external purchasing of parts
Supplier invoice entry process – Best practice for external purchasing of parts When a store has a requirement to purchase stock or a PZ Item, a Purchase Order number should always be given to the supplier at the time of placing the order, this will ...Purchase Order -Return parts to a Supplier or Warehouse - HO or Supplier Stock Credit Notes
Parts Return, Processing Supplier Credit Note for Stock This process should be carried out Prior to sending stock back to the supplier and can be carried out with or without the original Purchase Order number being known. Select Purchase Orders on ...