How do I Allocate an Invoice to a Purchase Order?
Contents
Summary
When the link between the Purchase Ledger and Purchase Order Processing systems has been switched on, you will be able to allocate the Nett amount of a Purchase Ledger invoice against a Purchase Order or Orders. This allows you to check the supplier has charged correctly for the items supplied and that items have been booked in at the correct cost price.
More Information
If you are operating using the 'Automatic Cost of Sales' system, you should read this article. It explains the postings made in the Nominal Ledger and why it is so important that the invoice you post and the goods that have been received agree in value.
The link between the Purchase Ledger and Purchase Order Processing is set in " Purchase Order Processing Maintenance Options Ordering Parameters".
- "Link to Purchase Ledger" should be set to 'Yes'.
Allocating the Invoice to an Order
Post your Purchase Invoice, following these instructions.
- After [Accepting] the posting you will be taken to the [Purchase Order Invoice Allocation] screen.
- Any outstanding orders for that supplier will be listed.
- Find the order to check and press <F7> or click [Edit] and select the [Items] tab.
 | The Nett amount you are checking against your order is shown at the top right of your screen in the "Unallocated" box. As you select the order items this value will decrease. |
- Press <T> to tag the Items that correspond to those shown on the invoice. Check the quantity and price against the invoice. The items on the order that you tag should come to the same Nett total as the invoice, allowing for carriage if relevant.
- Press <F8> once you have checked and agreed the values.
 | If you are allocating this invoice against more than one order, click [Yes] to confirm you are leaving an amount unallocated. You will then be able to repeat these steps to allocate the remaining balance against any additional orders. |
- The "Purchase Document" will display the document number of the invoice you have posted.
- Click [OK]. This will flag all the tagged items on the order with that invoice number for accounting purposes.
- Click [Done] to return to the list of outstanding orders. Repeat the steps to allocate the remaining balance or click [Close] to return to Purchase Ledger Postings.
| If you were unable to allocate the whole balance against the orders you will be asked if you wish to continue. The full invoice value will still be posted to the Purchase Ledger whichever option you choose. |
Correcting Price or Quantity Differences
If an item has been booked in with an incorrect price you will need to click on the "Price" field to enter the correct 'Unit Cost' price for the item.
| This should be the "Nett Unit Cost" price for the item, excluding VAT and Carriage. |
If you have been invoiced for a different quantity than has been received on this order you should refer to your parts department to check the order before you proceed. They may need to amend the order before you can allocate the invoice against it.
See also
- Stock integration to the nominal ledger
- Posting purchase invoices
- Processing a Purchase Order
- Recommended accounting routines
PL03 SL03
