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

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).

A part of the month end process is to reconcile G/L transactions to the uninvoiced receipts. (See program BAL001CL.) It excludes all PO transactions that net out to zero, or that balance to uninvoiced receipts. The remaining transactions are shown in 'Out of Balance Unmatched POs' in InfoNet.

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.

Use Query on file SROTRAC (Entry pgm work file, G/L transactions) to look for transactions that have updated SROGRT (Goods reception transactions) but not the G/L file.

There could be a journal in error, which again would have updated SROGRT but not the G/L file.