Receipt/Invoice/Match

system · July 10, 2008, 1:09pm

We do something similar -

1 PO's are printed, signed and sent to the supplier. That copy is
kept in a paper file in the Purchasing department.
2 When the PO is received, the receiving department enters the
receipt in Vantage and turns in the paperwork to Purchasing to put in
the folder. For large PO's or lines with a lot of detail, they will ask
for a printed copy to help match up what's received vs. what's ordered.
But they do not get every PO anymore.

3 When accounting received the invoice they match up with what was
entered in Vantage, if there is any discrepancy they can check with the
file in Purchasing.

Liz

________________________________

From: vantage@yahoogroups.com [mailto:vantage@yahoogroups.com] On Behalf
Of Manasa Reddy
Sent: Thursday, July 10, 2008 09:58 AM
To: vantage@yahoogroups.com
Subject: RE: [Vantage] Re: Receipt/Invoice/Match

We print it so that we can sign it......we really do not have to print
it.

M. Manasa Reddy
manasa@... <mailto:manasa%40weldcoa.com>
P: 630-806-2000
F: 630-806-2001

________________________________

From: vantage@yahoogroups.com <mailto:vantage%40yahoogroups.com>
[mailto:vantage@yahoogroups.com <mailto:vantage%40yahoogroups.com> ] On
Behalf
Of Michael McWilliams
Sent: Thursday, July 10, 2008 11:48 AM
To: vantage@yahoogroups.com <mailto:vantage%40yahoogroups.com>
Subject: [Vantage] Re: Receipt/Invoice/Match

Why even print out the PO though?

--- In vantage@yahoogroups.com <mailto:vantage%40yahoogroups.com>
<mailto:vantage%40yahoogroups.com> ,
"Manasa Reddy" <manasa@...> wrote:

>
> Our shipping department does exactly what you want to happen at

your

> company...there must have been an issue a long time ago....in fact

my

> shipping manager keeps the POs with her until they are received,

staples

> the receiver to the PO. Then files it in the accounting

department.

> When the invoice comes in the accounting department looks for the

PO and

> receiver in the files and enters the invoice.
>
>
>
> M. Manasa Reddy
> manasa@...
> P: 630-806-2000
> F: 630-806-2001
>
>
> ________________________________
>
> From: vantage@yahoogroups.com <mailto:vantage%40yahoogroups.com>

<mailto:vantage%40yahoogroups.com>
[mailto:vantage@yahoogroups.com <mailto:vantage%40yahoogroups.com>
<mailto:vantage%40yahoogroups.com> ] On
Behalf

> Of Michael McWilliams
> Sent: Thursday, July 10, 2008 11:21 AM
> To: vantage@yahoogroups.com <mailto:vantage%40yahoogroups.com>

<mailto:vantage%40yahoogroups.com>

> Subject: [Vantage] Receipt/Invoice/Match
>
>
>
> Does anyone have some process maps they would like to share

regarding

> how they handle Receipts then Invoice and Matching? Here is what

we

> currently do and need to "Re-Engineer". Po is cut and Printed out,
> the hard copy of PO is given to Accounting, item is physically
> recieved and receiver is given to accounting. Accounting staples

PO

> to receiver then they enter the receipt in Vantage. They then wait
> for the invoice enter it in and staple that to the PO and

reciever.

> Why not have the shipping department enter the receipt in Vantage

when

> they recieve it physically? Just seems to be a case of resisting
> change or I am missing something.
>
>
>
>
>
>
> [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]

system · July 10, 2008, 12:20pm

Does anyone have some process maps they would like to share regarding
how they handle Receipts then Invoice and Matching? Here is what we
currently do and need to "Re-Engineer". Po is cut and Printed out,
the hard copy of PO is given to Accounting, item is physically
recieved and receiver is given to accounting. Accounting staples PO
to receiver then they enter the receipt in Vantage. They then wait
for the invoice enter it in and staple that to the PO and reciever.
Why not have the shipping department enter the receipt in Vantage when
they recieve it physically? Just seems to be a case of resisting
change or I am missing something.

system · July 10, 2008, 12:30pm

Our shipping department does exactly what you want to happen at your
company...there must have been an issue a long time ago....in fact my
shipping manager keeps the POs with her until they are received, staples
the receiver to the PO. Then files it in the accounting department.
When the invoice comes in the accounting department looks for the PO and
receiver in the files and enters the invoice.

M. Manasa Reddy
manasa@...
P: 630-806-2000
F: 630-806-2001

________________________________

From: vantage@yahoogroups.com [mailto:vantage@yahoogroups.com] On Behalf
Of Michael McWilliams
Sent: Thursday, July 10, 2008 11:21 AM
To: vantage@yahoogroups.com
Subject: [Vantage] Receipt/Invoice/Match

Does anyone have some process maps they would like to share regarding
how they handle Receipts then Invoice and Matching? Here is what we
currently do and need to "Re-Engineer". Po is cut and Printed out,
the hard copy of PO is given to Accounting, item is physically
recieved and receiver is given to accounting. Accounting staples PO
to receiver then they enter the receipt in Vantage. They then wait
for the invoice enter it in and staple that to the PO and reciever.
Why not have the shipping department enter the receipt in Vantage when
they recieve it physically? Just seems to be a case of resisting
change or I am missing something.

[Non-text portions of this message have been removed]

system · July 10, 2008, 12:47pm

Why even print out the PO though?

--- In vantage@yahoogroups.com, "Manasa Reddy" <manasa@...> wrote:
>
> Our shipping department does exactly what you want to happen at
your
> company...there must have been an issue a long time ago....in fact
my
> shipping manager keeps the POs with her until they are received,
staples
> the receiver to the PO. Then files it in the accounting
department.
> When the invoice comes in the accounting department looks for the
PO and
> receiver in the files and enters the invoice.
>
>
>
> M. Manasa Reddy
> manasa@...
> P: 630-806-2000
> F: 630-806-2001
>
>
> ________________________________
>
> From: vantage@yahoogroups.com [mailto:vantage@yahoogroups.com] On
Behalf
> Of Michael McWilliams
> Sent: Thursday, July 10, 2008 11:21 AM
> To: vantage@yahoogroups.com
> Subject: [Vantage] Receipt/Invoice/Match
>
>
>
> Does anyone have some process maps they would like to share
regarding
> how they handle Receipts then Invoice and Matching? Here is what
we
> currently do and need to "Re-Engineer". Po is cut and Printed out,
> the hard copy of PO is given to Accounting, item is physically
> recieved and receiver is given to accounting. Accounting staples
PO
> to receiver then they enter the receipt in Vantage. They then wait
> for the invoice enter it in and staple that to the PO and
reciever.
> Why not have the shipping department enter the receipt in Vantage
when
> they recieve it physically? Just seems to be a case of resisting
> change or I am missing something.
>
>
>
>
>
>
> [Non-text portions of this message have been removed]
>

system · July 10, 2008, 12:48pm

I think you have too much paper moving around. The only PO copy that needs to be printed out is the one sent to the supplier. Your receiving department should probably file the bill of lading, and have no other paper. Your accounts payable department should file the invoice and have no other paper, except the check that is sent to the supplier. All other documentation regarding the transaction, from creating the PO, to receiving the product, to paying the supplier's invoice is maintained electronically. The electronic "copy" can still be audited. You should be able to reduce a lot of clutter by getting rid of paper copies of data that is already maintained by Vantage. (BTW, I have not worked with any Vantage version before 8.XX, so there is a possibility this electronic information is unavailable in earlier versions, though I doubt it - this is pretty basic).

Thom Rose
Controller
Electric Mirror, LLC
T 425 776-4946 ext. 1024
A 11831 Beverly Park Road, Building D, Everett, WA 98204 USA
www.electricmirror.com<http://www.electricmirror.com/>
Note: The information contained in this e-mail, including any attachments, is legally privileged and confidential. If you are not the intended recipient you are hereby notified that any reading, use or dissemination of this message is strictly prohibited. If you have received this message in error, please immediately notify us by telephone at 425-776-4946 and delete this message from your system. Even though this e-mail and any attachments are believed to be free of any virus or other defect that might affect any computer system into which it is received and opened, it is the responsibility of the recipient to ensure that it is virus free, and no responsibility is accepted by Electric Mirror LLC for any loss or damage arising in any way from its use. www.electricmirror.com<http://www.electricmirror.com>

From: vantage@yahoogroups.com [mailto:vantage@yahoogroups.com] On Behalf Of Manasa Reddy
Sent: Thursday, July 10, 2008 9:30 AM
To: vantage@yahoogroups.com
Subject: {Disarmed} RE: [Vantage] Receipt/Invoice/Match

Our shipping department does exactly what you want to happen at your
company...there must have been an issue a long time ago....in fact my
shipping manager keeps the POs with her until they are received, staples
the receiver to the PO. Then files it in the accounting department.
When the invoice comes in the accounting department looks for the PO and
receiver in the files and enters the invoice.

M. Manasa Reddy
manasa@...<mailto:manasa%40weldcoa.com>
P: 630-806-2000
F: 630-806-2001

________________________________

From: vantage@yahoogroups.com<mailto:vantage%40yahoogroups.com> [mailto:vantage@yahoogroups.com<mailto:vantage%40yahoogroups.com>] On Behalf
Of Michael McWilliams
Sent: Thursday, July 10, 2008 11:21 AM
To: vantage@yahoogroups.com<mailto:vantage%40yahoogroups.com>
Subject: [Vantage] Receipt/Invoice/Match

Does anyone have some process maps they would like to share regarding
how they handle Receipts then Invoice and Matching? Here is what we
currently do and need to "Re-Engineer". Po is cut and Printed out,
the hard copy of PO is given to Accounting, item is physically
recieved and receiver is given to accounting. Accounting staples PO
to receiver then they enter the receipt in Vantage. They then wait
for the invoice enter it in and staple that to the PO and reciever.
Why not have the shipping department enter the receipt in Vantage when
they recieve it physically? Just seems to be a case of resisting
change or I am missing something.

[Non-text portions of this message have been removed]

[Non-text portions of this message have been removed]

system · July 10, 2008, 12:58pm

We print it so that we can sign it......we really do not have to print
it.

M. Manasa Reddy
manasa@...
P: 630-806-2000
F: 630-806-2001

________________________________

From: vantage@yahoogroups.com [mailto:vantage@yahoogroups.com] On Behalf
Of Michael McWilliams
Sent: Thursday, July 10, 2008 11:48 AM
To: vantage@yahoogroups.com
Subject: [Vantage] Re: Receipt/Invoice/Match

Why even print out the PO though?

--- In vantage@yahoogroups.com <mailto:vantage%40yahoogroups.com> ,
"Manasa Reddy" <manasa@...> wrote:

>
> Our shipping department does exactly what you want to happen at

your

> company...there must have been an issue a long time ago....in fact

my

> shipping manager keeps the POs with her until they are received,

staples

> the receiver to the PO. Then files it in the accounting

department.

> When the invoice comes in the accounting department looks for the

PO and

> receiver in the files and enters the invoice.
>
>
>
> M. Manasa Reddy
> manasa@...
> P: 630-806-2000
> F: 630-806-2001
>
>
> ________________________________
>
> From: vantage@yahoogroups.com <mailto:vantage%40yahoogroups.com>

[mailto:vantage@yahoogroups.com <mailto:vantage%40yahoogroups.com> ] On
Behalf

> Of Michael McWilliams
> Sent: Thursday, July 10, 2008 11:21 AM
> To: vantage@yahoogroups.com <mailto:vantage%40yahoogroups.com>
> Subject: [Vantage] Receipt/Invoice/Match
>
>
>
> Does anyone have some process maps they would like to share

regarding

> how they handle Receipts then Invoice and Matching? Here is what

we

> currently do and need to "Re-Engineer". Po is cut and Printed out,
> the hard copy of PO is given to Accounting, item is physically
> recieved and receiver is given to accounting. Accounting staples

PO

> to receiver then they enter the receipt in Vantage. They then wait
> for the invoice enter it in and staple that to the PO and

reciever.

> Why not have the shipping department enter the receipt in Vantage

when

> they recieve it physically? Just seems to be a case of resisting
> change or I am missing something.
>
>
>
>
>
>
> [Non-text portions of this message have been removed]
>

[Non-text portions of this message have been removed]

system · July 10, 2008, 1:04pm

I like your thought process. We have too much paper flying all over and
it's not because of me and audit requirements. Our people love paper. Good
thing we are in the paper industry. LOL

Edward F. Fox, Jr., CPA

Controller

Maxson Automatic Machinery Company

Phone 401-596-0162 a Fax 401-596-1050

www.maxsonautomatic.com

_____

From: vantage@yahoogroups.com [mailto:vantage@yahoogroups.com] On Behalf Of
Thomas Rose
Sent: Thursday, July 10, 2008 12:46 PM
To: vantage@yahoogroups.com
Subject: RE: [Vantage] Receipt/Invoice/Match

I think you have too much paper moving around. The only PO copy that needs
to be printed out is the one sent to the supplier. Your receiving department
should probably file the bill of lading, and have no other paper. Your
accounts payable department should file the invoice and have no other paper,
except the check that is sent to the supplier. All other documentation
regarding the transaction, from creating the PO, to receiving the product,
to paying the supplier's invoice is maintained electronically. The
electronic "copy" can still be audited. You should be able to reduce a lot
of clutter by getting rid of paper copies of data that is already maintained
by Vantage. (BTW, I have not worked with any Vantage version before 8.XX, so
there is a possibility this electronic information is unavailable in earlier
versions, though I doubt it - this is pretty basic).

Thom Rose
Controller
Electric Mirror, LLC
T 425 776-4946 ext. 1024
A 11831 Beverly Park Road, Building D, Everett, WA 98204 USA
www.electricmirror.com<http://www.electric <http://www.electricmirror.com/>
mirror.com/>
Note: The information contained in this e-mail, including any attachments,
is legally privileged and confidential. If you are not the intended
recipient you are hereby notified that any reading, use or dissemination of
this message is strictly prohibited. If you have received this message in
error, please immediately notify us by telephone at 425-776-4946 and delete
this message from your system. Even though this e-mail and any attachments
are believed to be free of any virus or other defect that might affect any
computer system into which it is received and opened, it is the
responsibility of the recipient to ensure that it is virus free, and no
responsibility is accepted by Electric Mirror LLC for any loss or damage
arising in any way from its use. www.electricmirror.com<http://www.electric
<http://www.electricmirror.com> mirror.com>

From: vantage@yahoogroups <mailto:vantage%40yahoogroups.com> .com
[mailto:vantage@yahoogroups <mailto:vantage%40yahoogroups.com> .com] On
Behalf Of Manasa Reddy
Sent: Thursday, July 10, 2008 9:30 AM
To: vantage@yahoogroups <mailto:vantage%40yahoogroups.com> .com
Subject: {Disarmed} RE: [Vantage] Receipt/Invoice/Match

Our shipping department does exactly what you want to happen at your
company...there must have been an issue a long time ago....in fact my
shipping manager keeps the POs with her until they are received, staples
the receiver to the PO. Then files it in the accounting department.
When the invoice comes in the accounting department looks for the PO and
receiver in the files and enters the invoice.

M. Manasa Reddy
manasa@weldcoa. <mailto:manasa%40weldcoa.com>
com<mailto:manasa%40weldcoa.com>
P: 630-806-2000
F: 630-806-2001

________________________________

From: vantage@yahoogroups <mailto:vantage%40yahoogroups.com>
.com<mailto:vantage%40yahoogroups.com> [mailto:vantage@yahoogroups
<mailto:vantage%40yahoogroups.com> .com<mailto:vantage%40yahoogroups.com>]
On Behalf
Of Michael McWilliams
Sent: Thursday, July 10, 2008 11:21 AM
To: vantage@yahoogroups <mailto:vantage%40yahoogroups.com>
.com<mailto:vantage%40yahoogroups.com>
Subject: [Vantage] Receipt/Invoice/Match

Does anyone have some process maps they would like to share regarding
how they handle Receipts then Invoice and Matching? Here is what we
currently do and need to "Re-Engineer". Po is cut and Printed out,
the hard copy of PO is given to Accounting, item is physically
recieved and receiver is given to accounting. Accounting staples PO
to receiver then they enter the receipt in Vantage. They then wait
for the invoice enter it in and staple that to the PO and reciever.
Why not have the shipping department enter the receipt in Vantage when
they recieve it physically? Just seems to be a case of resisting
change or I am missing something.

[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]