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Evo-ERP and DBA Classic >> Suggestions for Updates >> Invoice entry
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Message started by nigels on 03/16/05 at 15:43:02

Title: Invoice entry
Post by nigels on 03/16/05 at 15:43:02

It is such a pain entering PO invoices when you do not know the date the goods were received.
You do all the data entry only to find that date is wrong.
No indication of what the right date might be.
Why not list all open recipts as soon as po or vendor is known.

(Also the PO lookup does not bring the identified po into the data entry screen)

All PO/N issues

Title: Re: Invoice entry
Post by cathyh on 03/17/05 at 08:19:00

Here the person entering PO invoices also has in front of her the PO-RNI report PO-I-F. This has the receipt date on it for each received PO that has not been invoiced.

Title: Re: Invoice entry
Post by lmk223a on 03/23/05 at 11:24:16

Just a thought, but our stockroom forwards all packing slip receipts to accounting to be matched to PO invoices before any invoices are entered into AP-C. The packing slips are date stamped with the date of the actual receipt into DBA/EVO.

This alerts accounting to price and quantity discrepanices that may arise before the invoices are entered into DBA/EVO.

Title: Re: Invoice entry
Post by wildco on 03/24/05 at 08:25:15

We do the exact same thing as lmk223a, and have found it works very well. We do not pay the invoice until the P/S is attached. Any discrepancies between P/S, receiver, and invoice are also easy to identify and resolve.

Title: Re: Invoice entry
Post by Mike_Habich on 03/24/05 at 13:13:22

Oh, for goodness sake...the whole idea of a system like DBA is to stop passing around little bits of paper and stapling them together. Once the packing slip data is entered into DBA as a receiver, that's the proof of receipt. The initial idea was a good one: display the receiver on screen when you're entering the invoice.

Title: Re: Invoice entry
Post by David Waldmann on 03/24/05 at 14:21:32

I, too, would like to see the original suggestion, though what I currently do is attempt to use the date-stamped paper receiver.

Title: Re: Invoice entry
Post by Lynn Pantic on 03/24/05 at 16:15:58

I agree, AP-C could use improvement in that regard. I would like to be able to query lines on a Receiver from AP-C that SHOULD be coming up but aren't to find out why - that would indicate whether it is a date issue or maybe another invoice was already applied to the receipt.

Let me see what we can do. I wholeheartedly agree with Mike - the point is to (as much as possible) rely on the system and quit passing the bits of paper around. But old habits die hard!

Title: Re: Invoice entry
Post by cathyh on 03/25/05 at 12:24:24

NOt to mention the fact that DBA doesn't care what date is written on the piece of paper, only what date is entered as the receipt date. The only times we have not been able to find the receiver is when the date stamped on the packing list was not the date entered, or when the PO was closed using PO-K (someone trying to "clean up" the PO file!) before the invoicing.

Title: Re: Invoice entry
Post by Lynn Pantic on 03/25/05 at 16:01:10

OK, how does this sound? In AP-C, after entering the information and getting the list of receipts (or perhaps the message that there are no receipts) have a button available "Show All Receipts". Click the button and you would see all receipts for the vendor within the range of POs specified regardless of status - closed PO's, all dates, already invoiced, whatever. The list would include the fields such as Invoice Number and Receipt date so you could find the one you expected to be able to invoice and determine why it isn't coming up.

Title: Re: Invoice entry
Post by David Waldmann on 03/26/05 at 06:51:25

That sound pretty good to me. The option of sorting that list by some of the fields included may also be helpful, but in most cases probably not required (the list should be pretty short).

Title: Re: Invoice entry
Post by lmk223a on 03/28/05 at 05:46:53

I like Lynn's proposal. What time period will "SHOW ALL RECEIPTS" use? Since the last record purge or an adhoc time parameter, i.e. user entered time parameter?

Title: Re: Invoice entry
Post by Lynn Pantic on 03/28/05 at 09:16:52

It would use the range of PO numbers entered as the filter so the dates would be controlled by the PO's

Title: Re: Invoice entry
Post by Tammy on 06/16/05 at 06:10:48

Sounds like a great idea to me

Title: Re: Invoice entry
Post by Lynn Pantic on 06/16/05 at 08:53:26

Has been done and tested, will be in the next update - I am shooting for a post this weekend.