Accounting Finance:Inventory Invoices-Pre-Checking Inventory Invoices
Overview
There are three ways which we receive invoices:
- By regular mail
- By EDI (electronic data interchange)
- With the products delivered to our warehouse
Regardless of how it was received we still need to pre-check before payment.
Visual Check
Inspect the invoice:
- Billed to Unipharm (make sure invoice is for us)
- Has a purchase order number
- Has invoice number
Purchase Order Enquiry
Take the purchase order number from the invoice and go to the purchase order enquiry screen by selecting it from your Enquiries menu.
Type the PO number under document nbr field, press enter. If status is '60' matching is permitted. Status '60' means the whole order has been received. If the status is not '60', double click the order to drill into the line details. Look for the invoiced items to see if they have been received (i.e. status '60') or not.
Once you have verified the items were received into inventory, go back and this time put the PO number under the Supplier Ref/Ord no, press enter. This will show you all order types connected such as XF (reference order) or RE (receiving error) that you may need to include in your invoice entry.