Use this program to print a register of all invoice receipts that have been entered since the last Invoice Receipt Register. You can use this report as a tool to locate discrepancies in invoice amounts and actual received amounts.
The optional update creates documents in the AP document entry file, updates the PO receipt line status to complete in various purchase orders files, and once all lines on a receipt are completed, removes invoice receipt and purchase orders receipt records.
This program is available only if the Use Invoice Receipts flag in the PO Static Control F/M is activated.
Report information includes the following information: vendor number, document (invoice) number, branch, total amount, period, due date and payment terms. Each line of the invoice includes purchase order number, receipt number, item number, description, received quantity, invoiced quantity, cost at time of receipt, cost on invoice, the extension (invoice quantity multiplied by the invoice cost) and the GL account number. An asterisk (*) is printed on any line where the invoiced amount is unequal to the received amount. Vendor and register totals are also included.
Returns Processing: The PO Invoice Receipts Register Update populates a cross-reference file to track the return document number associated with a PO Receipt line. This cross-reference is utilized in the AP Document Entry and AP Document Register programs to create any needed return documents and update the status of the return.
If the cost is a contract cost, the system does not update the last cost with the contract cost value and sets the contract cost flag for the line.
NOTE: This register does not print a GL distribution or post to General Ledger. During the update, the program writes documents to the AP document entry file. You should run the AP Document Entry and Adjustment Register immediately following this update. The AP register prints the documents to post into the open payables file and prints the GL distribution (if used). The update posts documents to the open payables file and optionally posts to General Ledger.
To access this program click Purchase Orders >Invoice Receiving >Invoice Receipt Register.
To print and update the Invoice Receipt Register, specify the beginning and ending vendor to print. Specify a branch number for which to run the register. Press F1 to default to ALL.
The program now proceeds to print the register for the selected vendors. Upon completion of printing the following prompt appears. Check Register. Ok to Update?
After printing the Invoice Receipt Register, verify the printout. If everything is correct, click OK to continue. The program proceeds with the update. If there is a correction to be made, click Cancel to exit the program. After the correction is made, run the register again.
See also
Viewing reports on screen (using the viewer)
Using reports and prints as audit trails