How to do : Paying the goods before receiving ?

Hi everybody, I want to know if somebody of you have already had the same problem. In many companies I work, they (always) must pay the goods before they leaving in the country of origin (by ship). Mostly, this goods are in transport during a few days till months. My problem in Navision is : I cannot post my purchase order to pay the vendor-invoice, but also i cannot receive the goods because they are in transport and before they come into the inventory they have to had an quality control (natural material) Has anyone written an Add-on that handles this problem, or has anyone an idea how to handle this. In the company (import of stones, blocks, …) they have at least 50 orders a week, with a minimum of 40 in this situation, so I need an efficiënt method. Thanks, in advance. Nico

Hi, I add additional option to the Generel Journal field “Apply To Doc. Type”::Order. Also I changed Application function to apply this payments only to infoices from this order. Valentin Gvozdev BMI Inc.

There is a procedural solution to that. The only modification you need to do is to put “applies-to document type” and “applies-to Document no.” on the Order Form. First, you make a payment on account, i.e. a payment journal with no applications Then, when the goods arrived, post the purchase order using that open payment, so it will automatically offset the purchase invoice. Exact same solution works in receivables. Downside of this method is that you have to police lots of open payments. The by-product is the Aged Payables/Receivables, which show the exact dates/amounts of all open transactions. Alex

ok, thanks for the tips I will test it out this weekend, one thing : all the payments have to be done without one document, this is a little bit strange if companies where you have more seperate departments. Nico

Hi Niko, What I can suggest you is to open a fictious location called 'Goods in Transit". When a purchase is made post the purchase order as received and invoiced to this GIT location. This means to say that any inventory in GIT is yet to be received. After receiving the goods you will have to post an item transfer journal with the old location as GIT and the new location as the warehouse. This will solve your problem without development. Give it a thought!! Cheers Rohith Kamath Senior Consultant The Naviworld Group

Hi Robith, thanks for your suggestion. This sugg. is possible when you work with standard items (like a computer, a mobile phone), but if you buy natural-items (like blocks of stone, slabs of stone, trees, …) you don’t know exactly what you receive. The purchase-measurement can totaly be different than the receiving-measurement. (for example : I want to buy a block of stone with this dimensions : 200 x 150 x 40, but I receive a block with other dimensions like 210 x 160 x 80) Of course, i can write an item transfer journal and a receiving-journal where i change all the dimensions, qualities of the receiving goods but than I loose al this information on my purchase-order. For each item I have to check at least 50 parameters, so it isn’t so easy to add on a purchase line the purchase specifications (dimensions, quality, …) and the receiving specs (than I ran into max. 4000 bytes problems,multi lines, …) Greetings, Nico

I’ve been trying to figure out a solution for this problem as well. If we use a GIT location then it affects our inventory availablity screens. It does not show the item as an expected receipt of the normal location but instead lumps all of the in transit inventory together in a different location. I’ve been playing around with the other suggestions… apply the payment to an order or apply the order to a payment. There seems to be a lot more development needed than is implied here. Are either of these solutions as easy as they sound? Can anyone give me some clues as to how to acocmplish them? Adding a field to an options string or adding the fields to a form are pretty easy but theses entries will not post this way. How much work is it to change the posting so that it will work? If an order is applied to a payment, and then the order is psoted, does the application then carried through to the invoice? Are there any other ideas that might work? Thanks, JL

What I do, is add two additional lines to the Purchase order, one to a clearing account say 195 for the total amount of the invoice, and a second line with a negative one to the same clearing account. I then receive and invoice the first entry to pay the vendor, and then when the goods actualy arrive I receive the remainder of the Purchase order. all the items and the one negative entry. this reverses the prior entry to the clearing account, and records the inventory, and a zero dollar vendor invoice to close out the PO. Just an Idea, it works for us David

Create a General Journal line from Vendor to Purchases in Transit. Pay to vendor with standard procedure. In Order, show fields “Bal. Account Type” and “Bal. Account No.”. When you post order, You put “Bal. Account Type”: G/L Account, and “Bal. Account No.” Purchases in transit. Best regards from BCN

I agre with David suggestion. To use standard Navision a methoud would be: To use account lines together with Payment Method (Balancing Account) and only post that in step 1, will give you a posted document to print as well as the necesarry Account and AP posting. Then also prepare for the offset of this so they won’t be forgotten when you post the actual and correct item lines. The step 2 would be to recieve, Invocie & Balce the Accounts after Q check. Best regards/Med vänlig hälsning/Kveðja/Med venlig hilsen/Mit freundlichen Grüssen Johan Emilsson