Invoiced not Received

Yahoo Archive
1
When we receive an invoice with a PO number, we enter the header information in AP Invoice Entry. When we get to New Receipt Line action and find there is no receipt available, we delete the invoice from the group and send it to our purchasing department to receive in. When they are done, we re-enter the invoice and complete the invoice/ receipt match and post. This way we never enter a PO invoice without closing out the receipt line.


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[Non-text portions of this message have been removed]
2
I have seen a lot of answers for clearing the problem when you have received something, but never received an invoice for it. I have the opposite problem. I have invoices for items that I never received. How do I clear those?

I tried creating a dummy receiving, and then matching the invoice to the receiving. That did nothing. It almost seems that when Vista/Vantage (8.03.403) marks an invoice line as unreceived (when it is first entered), it is stuck that way forever. I could write some 4GL code to update the line type in the APInvDtl to "R" instead of "U", but I am guessing that would not work, and it might even mess up the database, so I am reluctant to even try.

Thom Rose
Controller
Electric Mirror LLC
HOTEL LUXURY

"The World Leader in Back-lit Mirrors & Mirror TV Technology"

T 425 776-4946
A 11831 Beverly Park Rd, Bldg D, Everett, WA 98204 USA
www.electricmirror.com<http://www.electricmirror.com>



[Non-text portions of this message have been removed]
3
Can you please clarify:

Are you saying that invoices for things that you did not receive have been entered and posted, so these AP invoices are not valid and you need to clear these invoices? OR

Are you saying that these are valid invoices and the PO for these items should have been received in Vantage but were not so when the invoice was entered, it should have been applied against the PO receipt but was not. So are you trying to clear open PO's where the items have been received and invoiced but not received in Vantage?

Virginia Joseph
Deep Hole Specialists, LLC
440-543-8157




--- In vantage@yahoogroups.com, Thomas Rose <t.rose@...> wrote:
>
> I have seen a lot of answers for clearing the problem when you have received something, but never received an invoice for it. I have the opposite problem. I have invoices for items that I never received. How do I clear those?
>
> I tried creating a dummy receiving, and then matching the invoice to the receiving. That did nothing. It almost seems that when Vista/Vantage (8.03.403) marks an invoice line as unreceived (when it is first entered), it is stuck that way forever. I could write some 4GL code to update the line type in the APInvDtl to "R" instead of "U", but I am guessing that would not work, and it might even mess up the database, so I am reluctant to even try.
>
> Thom Rose
> Controller
> Electric Mirror LLC
> HOTEL LUXURY
>
> "The World Leader in Back-lit Mirrors & Mirror TV Technology"
>
> T 425 776-4946
> A 11831 Beverly Park Rd, Bldg D, Everett, WA 98204 USA
> www.electricmirror.com<http://www.electricmirror.com>
>
>
>
> [Non-text portions of this message have been removed]
>
4
The second case. These are very old items, so the real history is probably unattainable. The invoices are apparently valid. The system does not show any receiving for the item. Actually, in one case I am looking at, the PO quantity was for 100,000, we were invoiced over multiple invoices for 110,000, and the system shows we received 100,000. So, the PO is closed because all was received, but I am showing a balance for invoiced not received, representing the extra 10,000 quantity invoiced.

Thom Rose
Controller
Electric Mirror LLC
HOTEL LUXURY

"The World Leader in Back-lit Mirrors & Mirror TV Technology"

T 425 776-4946
A 11831 Beverly Park Rd, Bldg D, Everett, WA 98204 USA
www.electricmirror.com<http://www.electricmirror.com>

From: vantage@yahoogroups.com [mailto:vantage@yahoogroups.com] On Behalf Of Virginia Joseph
Sent: Wednesday, April 27, 2011 5:20 AM
To: vantage@yahoogroups.com
Subject: [Vantage] Re: Invoiced not Received



Can you please clarify:

Are you saying that invoices for things that you did not receive have been entered and posted, so these AP invoices are not valid and you need to clear these invoices? OR

Are you saying that these are valid invoices and the PO for these items should have been received in Vantage but were not so when the invoice was entered, it should have been applied against the PO receipt but was not. So are you trying to clear open PO's where the items have been received and invoiced but not received in Vantage?

Virginia Joseph
Deep Hole Specialists, LLC
440-543-8157

--- In vantage@yahoogroups.com<mailto:vantage%40yahoogroups.com>, Thomas Rose <t.rose@...> wrote:
>
> I have seen a lot of answers for clearing the problem when you have received something, but never received an invoice for it. I have the opposite problem. I have invoices for items that I never received. How do I clear those?
>
> I tried creating a dummy receiving, and then matching the invoice to the receiving. That did nothing. It almost seems that when Vista/Vantage (8.03.403) marks an invoice line as unreceived (when it is first entered), it is stuck that way forever. I could write some 4GL code to update the line type in the APInvDtl to "R" instead of "U", but I am guessing that would not work, and it might even mess up the database, so I am reluctant to even try.
>
> Thom Rose
> Controller
> Electric Mirror LLC
> HOTEL LUXURY
>
> "The World Leader in Back-lit Mirrors & Mirror TV Technology"
>
> T 425 776-4946
> A 11831 Beverly Park Rd, Bldg D, Everett, WA 98204 USA
> www.electricmirror.com<http://www.electricmirror.com>
>
>
>
> [Non-text portions of this message have been removed]
>



[Non-text portions of this message have been removed]
5
Hi Thom, where are you going to view the balance for invoiced not received?

Virginia Joseph
Deeep Hole Specialists, LLC



--- In vantage@yahoogroups.com, Thomas Rose <t.rose@...> wrote:
>
> The second case. These are very old items, so the real history is probably unattainable. The invoices are apparently valid. The system does not show any receiving for the item. Actually, in one case I am looking at, the PO quantity was for 100,000, we were invoiced over multiple invoices for 110,000, and the system shows we received 100,000. So, the PO is closed because all was received, but I am showing a balance for invoiced not received, representing the extra 10,000 quantity invoiced.
>
> Thom Rose
> Controller
> Electric Mirror LLC
> HOTEL LUXURY
>
> "The World Leader in Back-lit Mirrors & Mirror TV Technology"
>
> T 425 776-4946
> A 11831 Beverly Park Rd, Bldg D, Everett, WA 98204 USA
> www.electricmirror.com<http://www.electricmirror.com>
>
> From: vantage@yahoogroups.com [mailto:vantage@yahoogroups.com] On Behalf Of Virginia Joseph
> Sent: Wednesday, April 27, 2011 5:20 AM
> To: vantage@yahoogroups.com
> Subject: [Vantage] Re: Invoiced not Received
>
>
>
> Can you please clarify:
>
> Are you saying that invoices for things that you did not receive have been entered and posted, so these AP invoices are not valid and you need to clear these invoices? OR
>
> Are you saying that these are valid invoices and the PO for these items should have been received in Vantage but were not so when the invoice was entered, it should have been applied against the PO receipt but was not. So are you trying to clear open PO's where the items have been received and invoiced but not received in Vantage?
>
> Virginia Joseph
> Deep Hole Specialists, LLC
> 440-543-8157
>
> --- In vantage@yahoogroups.com<mailto:vantage%40yahoogroups.com>, Thomas Rose <t.rose@> wrote:
> >
> > I have seen a lot of answers for clearing the problem when you have received something, but never received an invoice for it. I have the opposite problem. I have invoices for items that I never received. How do I clear those?
> >
> > I tried creating a dummy receiving, and then matching the invoice to the receiving. That did nothing. It almost seems that when Vista/Vantage (8.03.403) marks an invoice line as unreceived (when it is first entered), it is stuck that way forever. I could write some 4GL code to update the line type in the APInvDtl to "R" instead of "U", but I am guessing that would not work, and it might even mess up the database, so I am reluctant to even try.
> >
> > Thom Rose
> > Controller
> > Electric Mirror LLC
> > HOTEL LUXURY
> >
> > "The World Leader in Back-lit Mirrors & Mirror TV Technology"
> >
> > T 425 776-4946
> > A 11831 Beverly Park Rd, Bldg D, Everett, WA 98204 USA
> > www.electricmirror.com<http://www.electricmirror.com>
> >
> >
> >
> > [Non-text portions of this message have been removed]
> >
>
>
>
> [Non-text portions of this message have been removed]
>
6
I created a report outside of Vista/Vantage that gives me detail for the balance in my GL. That report shows the item as invoiced not received. I know the detail is correct because it ties out to my GL.

Thom Rose
Controller
Electric Mirror LLC
HOTEL LUXURY

"The World Leader in Back-lit Mirrors & Mirror TV Technology"

T 425 776-4946
A 11831 Beverly Park Rd, Bldg D, Everett, WA 98204 USA
www.electricmirror.com<http://www.electricmirror.com>


From: vantage@yahoogroups.com [mailto:vantage@yahoogroups.com] On Behalf Of Virginia Joseph
Sent: Wednesday, April 27, 2011 10:09 AM
To: vantage@yahoogroups.com
Subject: [Vantage] Re: Invoiced not Received



Hi Thom, where are you going to view the balance for invoiced not received?

Virginia Joseph
Deeep Hole Specialists, LLC

--- In vantage@yahoogroups.com<mailto:vantage%40yahoogroups.com>, Thomas Rose <t.rose@...> wrote:
>
> The second case. These are very old items, so the real history is probably unattainable. The invoices are apparently valid. The system does not show any receiving for the item. Actually, in one case I am looking at, the PO quantity was for 100,000, we were invoiced over multiple invoices for 110,000, and the system shows we received 100,000. So, the PO is closed because all was received, but I am showing a balance for invoiced not received, representing the extra 10,000 quantity invoiced.
>
> Thom Rose
> Controller
> Electric Mirror LLC
> HOTEL LUXURY
>
> "The World Leader in Back-lit Mirrors & Mirror TV Technology"
>
> T 425 776-4946
> A 11831 Beverly Park Rd, Bldg D, Everett, WA 98204 USA
> www.electricmirror.com<http://www.electricmirror.com>
>
> From: vantage@yahoogroups.com<mailto:vantage%40yahoogroups.com> [mailto:vantage@yahoogroups.com<mailto:vantage%40yahoogroups.com>] On Behalf Of Virginia Joseph
> Sent: Wednesday, April 27, 2011 5:20 AM
> To: vantage@yahoogroups.com<mailto:vantage%40yahoogroups.com>
> Subject: [Vantage] Re: Invoiced not Received
>
>
>
> Can you please clarify:
>
> Are you saying that invoices for things that you did not receive have been entered and posted, so these AP invoices are not valid and you need to clear these invoices? OR
>
> Are you saying that these are valid invoices and the PO for these items should have been received in Vantage but were not so when the invoice was entered, it should have been applied against the PO receipt but was not. So are you trying to clear open PO's where the items have been received and invoiced but not received in Vantage?
>
> Virginia Joseph
> Deep Hole Specialists, LLC
> 440-543-8157
>
> --- In vantage@yahoogroups.com<mailto:vantage%40yahoogroups.com><mailto:vantage%40yahoogroups.com>, Thomas Rose <t.rose@> wrote:
> >
> > I have seen a lot of answers for clearing the problem when you have received something, but never received an invoice for it. I have the opposite problem. I have invoices for items that I never received. How do I clear those?
> >
> > I tried creating a dummy receiving, and then matching the invoice to the receiving. That did nothing. It almost seems that when Vista/Vantage (8.03.403) marks an invoice line as unreceived (when it is first entered), it is stuck that way forever. I could write some 4GL code to update the line type in the APInvDtl to "R" instead of "U", but I am guessing that would not work, and it might even mess up the database, so I am reluctant to even try.
> >
> > Thom Rose
> > Controller
> > Electric Mirror LLC
> > HOTEL LUXURY
> >
> > "The World Leader in Back-lit Mirrors & Mirror TV Technology"
> >
> > T 425 776-4946
> > A 11831 Beverly Park Rd, Bldg D, Everett, WA 98204 USA
> > www.electricmirror.com<http://www.electricmirror.com>
> >
> >
> >
> > [Non-text portions of this message have been removed]
> >
>
>
>
> [Non-text portions of this message have been removed]
>



[Non-text portions of this message have been removed]
7
Hi Thom, Unfortunately, I do not know of any system functionality that gives you an "after the fact" solution to your problem.

> > > It almost seems that when Vista/Vantage (8.03.403) marks an invoice line as unreceived (when it is first entered), it is stuck that way forever.

I believe that is a correct statement. Once these invoices have been posted, there is no way to modify them.

I think your best alternative is to correct the business process problem that is allowing AP invoices to be entered when there is not any uninvoiced receipt lines to apply the invoice against.

I know this doesn't clean up your old data but it should prevent the problem from getting worse.

Virginia Joseph
Deep Hole Specialists, LLC


--- In vantage@yahoogroups.com, Thomas Rose <t.rose@...> wrote:
>
> I created a report outside of Vista/Vantage that gives me detail for the balance in my GL. That report shows the item as invoiced not received. I know the detail is correct because it ties out to my GL.
>
> Thom Rose
> Controller
> Electric Mirror LLC
> HOTEL LUXURY
>
> "The World Leader in Back-lit Mirrors & Mirror TV Technology"
>
> T 425 776-4946
> A 11831 Beverly Park Rd, Bldg D, Everett, WA 98204 USA
> www.electricmirror.com<http://www.electricmirror.com>
>
>
> From: vantage@yahoogroups.com [mailto:vantage@yahoogroups.com] On Behalf Of Virginia Joseph
> Sent: Wednesday, April 27, 2011 10:09 AM
> To: vantage@yahoogroups.com
> Subject: [Vantage] Re: Invoiced not Received
>
>
>
> Hi Thom, where are you going to view the balance for invoiced not received?
>
> Virginia Joseph
> Deeep Hole Specialists, LLC
>
> --- In vantage@yahoogroups.com<mailto:vantage%40yahoogroups.com>, Thomas Rose <t.rose@> wrote:
> >
> > The second case. These are very old items, so the real history is probably unattainable. The invoices are apparently valid. The system does not show any receiving for the item. Actually, in one case I am looking at, the PO quantity was for 100,000, we were invoiced over multiple invoices for 110,000, and the system shows we received 100,000. So, the PO is closed because all was received, but I am showing a balance for invoiced not received, representing the extra 10,000 quantity invoiced.
> >
> > Thom Rose
> > Controller
> > Electric Mirror LLC
> > HOTEL LUXURY
> >
> > "The World Leader in Back-lit Mirrors & Mirror TV Technology"
> >
> > T 425 776-4946
> > A 11831 Beverly Park Rd, Bldg D, Everett, WA 98204 USA
> > www.electricmirror.com<http://www.electricmirror.com>
> >
> > From: vantage@yahoogroups.com<mailto:vantage%40yahoogroups.com> [mailto:vantage@yahoogroups.com<mailto:vantage%40yahoogroups.com>] On Behalf Of Virginia Joseph
> > Sent: Wednesday, April 27, 2011 5:20 AM
> > To: vantage@yahoogroups.com<mailto:vantage%40yahoogroups.com>
> > Subject: [Vantage] Re: Invoiced not Received
> >
> >
> >
> > Can you please clarify:
> >
> > Are you saying that invoices for things that you did not receive have been entered and posted, so these AP invoices are not valid and you need to clear these invoices? OR
> >
> > Are you saying that these are valid invoices and the PO for these items should have been received in Vantage but were not so when the invoice was entered, it should have been applied against the PO receipt but was not. So are you trying to clear open PO's where the items have been received and invoiced but not received in Vantage?
> >
> > Virginia Joseph
> > Deep Hole Specialists, LLC
> > 440-543-8157
> >
> > --- In vantage@yahoogroups.com<mailto:vantage%40yahoogroups.com><mailto:vantage%40yahoogroups.com>, Thomas Rose <t.rose@> wrote:
> > >
> > > I have seen a lot of answers for clearing the problem when you have received something, but never received an invoice for it. I have the opposite problem. I have invoices for items that I never received. How do I clear those?
> > >
> > > I tried creating a dummy receiving, and then matching the invoice to the receiving. That did nothing. It almost seems that when Vista/Vantage (8.03.403) marks an invoice line as unreceived (when it is first entered), it is stuck that way forever. I could write some 4GL code to update the line type in the APInvDtl to "R" instead of "U", but I am guessing that would not work, and it might even mess up the database, so I am reluctant to even try.
> > >
> > > Thom Rose
> > > Controller
> > > Electric Mirror LLC
> > > HOTEL LUXURY
> > >
> > > "The World Leader in Back-lit Mirrors & Mirror TV Technology"
> > >
> > > T 425 776-4946
> > > A 11831 Beverly Park Rd, Bldg D, Everett, WA 98204 USA
> > > www.electricmirror.com<http://www.electricmirror.com>
> > >
> > >
> > >
> > > [Non-text portions of this message have been removed]
> > >
> >
> >
> >
> > [Non-text portions of this message have been removed]
> >
>
>
>
> [Non-text portions of this message have been removed]
>