How to handle Variances in PO from Supplier Invoice - Steps

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.


  1. Go to Fast Supplier Invoice Entry. Put the correct date on the invoice in.


  1. Put the Supplier in that this relates to, choose P for the Type


  1. Put the usual details (Invoice details, date & PO Number)


  1. Make the adjustment to the Exclusive amount. Put the proper Invoice Amount here.


  1. Put “E” for Enter PO Variance as the Action. 


  1. Your PO details will come up, this is where we can make the adjustments we need. 


If the variance relates to a Price of one of the lines then we need to 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 go into the magnifying glass and choose your Freight Inwards – Finance View and select the account or simply put in 101551152210 


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


  1. Then once you are back at this screen, press Exit


Accept the PO Variances by having “Y” for the next screen


Press Enter


  1. 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


  1. Tab past the discount, press Escape and Post


This next part will just mention it did the rescosting, this is fine


Press Ok on the next few screens and you are done.


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