AP pre payment does not match receipt

Epicor ERP 10
1

Hi experts,
Scenario : PO 20345 line 1 Part ABC quantity 100 EA Unit price 10 total amount 1000USD

  1. We made AP prepayment 1000USD.
  2. System creates Invoice for prepayment.
    3, PO 20345 receipt Part ABC Quantity 700 EA.
  3. Receipt but not Invoice report shows PO 20345.
  4. User creates Invoice 89878 for received line.

Supplier wants to return balance amount of 300USD.
Question:

  1. How can we close Invoice 89878 that was created by user for received line and map with prepayment amount. Because its showing payment proposal report.
  2. How can we process supplier returning 300USD, what are the steps.

Seeking experts advice.
Thanks

2

Try creating a Debit Memo against the Adv Pay Invoice.

3

Hi Calvin, Thanks for your prompt advice. For this scenario Applying Debit Memo doesn’t work. When I create Invoice for received parts that is 700 EA Amount 700 USD, If I create debit memo for amount 300 USD and apply, situation gets worse as this will subtract from invoice created from receipt lines 700 EA Amount 700 usd.

4

So the order was:

  1. PO created for $1,000
  2. Adv Pay invoice against that PO for $1,000
  3. Payment of $1,000 made
  4. Receipt of $700 of the PO materials
  5. Invoice for the $700 received. I assume the $1000 prepay was applied to this, and thus the invoice balance is 0 (with a remaining $300 credit with this vendor).

The remaining $300 worth of the PO has been cancelled.

What happens if the DM is applied against the initial Adv Invoice?

5
  1. Create PO**
  2. Payment Entry(New Misc Payment) marked as prepayment with reference of PO**
  3. Receipt Entry(Partial material receiving)**
  4. Received Not Invoiced Report.( Shows received quantity amount for invoice)**
  5. AP Invoice Entry (Receipt Line).**
  6. Payment Proposal report (Shows invoice for amount 700)**
    How do we proceed and close all transaction.
    I have attached the flow for better understanding.
    What happens if the DM is applied against the initial Adv Invoice?
    Invoice amount 700 is deducted from Adv Invoice and balance 300 is still available in Adv Invoice, now we received balance 300 from the supplier to our bank account so how to record this transaction in Epicor and make Adv Invoice zero.

PO Prepayment flow.docx (308.9 KB)

6

Faez,

When you entered the Pre-Payment, the system created an “Invoice Number” for it - See Supplier Tracker\Links\Invoice\Open. The invoice number created will be a concatenation of the Supplier ID-YYYY-M-Seq#. Based on the document attached, the Invoice number created by the system should be PPS-2020-2-001. You have to apply this invoice to 1004920. This will leave $300 still open on Inv# PPS-2020-2-001. You can either apply it to another open invoice or ask the vendor to issue you a refund.

I am going to submit a ticket today regarding Pre-Payments not automatically applying. I don’t understand why, when you enter a Pre-Payment and reference the PO why the pre-payment doesn’t automatically apply to the Receipt PO. Then, what’s the purpose of the “Less Pre-Payment” line on the Invoice Header?

7

It’s odd because there is an option in Company Configuration / All Modules / Localization called Apply Pre Pymt Automatically, but it looks like it doesn’t work like that, it will simply enable the Pre-Payment field and button to select one and then you can edit the amount in “Less Pre-Payment”

If this was broken it will be a bug, if it never worked it would be an enhancement and the field/help would need to be updated.

8

Thank you, Jonathan, for pointing out that setting in Company Configuration. I found that all that setting does is enable the Pre-Payment button on the AP Invoice Header sheet but nothing populates automatically the way the Field Help states. I logged this case on CS0002065005. I stated that it is a “bug” in that it does not perform as documented that something will “automatically” happen. I stated that if this is an error in documentation, then I would like the case to be submitted as an enhancement to actually work automatically the way Advanced Billing line do and the way Deposits work in AR Invoice Entry.