Hi!
I face one problem while preparing Packing Slip against one PO. We have PO for diesel. but that diesel is being collected from supplier by different department. So, at the end of the month when we get Invoice from supplier we want to book the expenses for different department dimension.
To resolve this we are preparing multiple Packing Slip with different dimension. And it needs multiple invoices too.
Another resolution may be booking in one account and then allocating it to different accounts on the basis of use.
Is there any other solution, which will help us to book expenses against different dimension while posting invoices. otherwise we need to split invoices and Packing Slip.
How is the collection expense being costed on the purchase order? Or is it simply the diesel cost and you are attributing a different cost each time?
No, in UAE there is one system called petrol card. We are collecting petrol from different petrol pumps. Now we are distributing those cards to different department. and those departments are collecting it.
For monthly figure we are creating one Purchase order with service item called diesel. And this is prepared at the begining of the month with budgeted figure.
Now while we are posting invoice we want to book with correct financial dimensions. and here we have different department dimensions.
We need solution for this so that we can post one invoice with different financial dimensions. so that it will create only one financial voucher. which will be settled lateron against payment.
So you want one financial transaction and another finiancial breakdown by dimension when you have posted it by one dimension? You can see the contradiction you are creating here. You could go down the route of allocations, but I guess you want the true figures of the expenses.
If you want these details why not have a diesel code by card aligning it to the dimensions, post them as they transact and at the end of the month run ONE payment for all of the transactions. The transactions then give you all of the analysis you need in full detail and you only make one payment.
We have more or less 746 cards. now having code for each and preparing GRV for this is really impracticable.
We have more than 700 cards. Now to create separate code for all the cards is really impracticable.
So how do you propose to analyse it by dimension? One transaction presumably split over 700+ dimensions from one posting does not work. So either you enter these individually as transactions, or you auto-allocate on fixed percentages.
I was obviously not aware of the 700 cards, I am posing questions on the requirement you posted, the more you add the more defined it becomes. I agree 700+ is too much for fuel. So one code or one per department depending on whether the card to department relationship is 1:1 but again you know this, not me [:D]
Yes you are correct. Sorry for inadequate information.
Your 1:1 procedure is correct. Then we have to prepare department specific purchlines. if the card holder transfers from one department to another department then once again is problem.
So, I am asking some solution which will solve it in better way.[:)]
Look at it backwards.
To get the real individual transactions in the ledger by dimension you have to post them individually. If you need this analysis then the multiple entry is a required overhead, if you do not need the analysis then post it as one transaction.
Alternatively you could modify it but how would you get back to the real transactions?
You could hold a dimension against the employee and make this the entry on input, but again you do not want the entry per line or employee, you want the end result like this, and you cannot have this end result without putting the actual detail into the system!