Information Systems:Balance Unmatched PO's

The first (and largest) query month end report (file name QPQUPRFIL) gives the detail of unmatched receiving (remaining amounts on file SROGRT). The totals of the order types should match the G/L balances. You should look up the G/L balances as soon as possible, as the accounting department can back date entries to the previous period.

Order Type                           amount        G/L          balance    difference 
MO manual order                    1,140.00        210050          0.00      1,140.00
RT return to vendor                  170.00        210300        170.00-             
CS car stock                           0.00        210500          0.00
BE price variance-charge to H/O        0.00 
PV price variance-charge to rep        0.00
QV quantity variance               3,616.79-
                   total           3,616.79-       210623      2,521.14      1,095.65-
PE EDI purchase order            693,407.41
PO regular purchase order      1,005,743.82
RO rush order                          0.00
XF reference purchase order        8,949.45
                   total       1,708,100.68        220000  1,708,100.91-         0.23-
RE receiving error                      .00        220050           .00

A part of the month end process is to reconcile G/L transactions to the uninvoiced receipts. (See program BAL001CL.) Every G/L transaction is scrutinized, and the PO number(s) it refers to, and was matched with, is(are) found. All PO transactions that net out to zero, or that balance to uninvoiced receipts, are removed. The remaining transactions are shown in 'Out of Balance Unmatched POs' in InfoNet.

This shows

- Total G/L transactions from file SROLOGGL that could not be net to zero, or balanced

- Total uninvoice receipts from file SROGRT that could not be balanced

- Total unposted batches from file SROTRAA that could not be balanced

- Total unposted journals from file SROOVF (journal in error) that could not be balanced

'Balanced' means that the total of the G/L transaction in SROLOGGL, SROTRAA, and SROOVF for matched PO's either net to zero, or agree with the remaining amounts for SROGRT.

Some difference here are okay. The journal entries for manual orders (MO) are set up to both debit and credit 210050 when they are received, and again when they are invoiced. Therefore the G/L balance will always be zero; no matter what is in uninvoiced receipts (SROGRT).

Click on 'Summary to Excel' to see the total by purchase order numbers.

Line 5 shows that PO 8195055 has been received, but not invoiced. The other lines show rounding errors. As these net out to zero, you don't really have to do anything with them - but they will stay on this inquiry for two fiscal years. They can be removed by doing an adjustment, with the PO number in the text field. Next month the PO will net out to zero, so will be ignored.