Hi all, I’ve encountered a problem when trying to post invoice. Here’s the scenario. 1. Create a PO. Use warehouse receipt to receive goods and then warehouse put-away to put to bin. (As the location is set to require receive and require put-away) 2. Create a Return Order for the item bought in #1. (No invoice yet) 3. Post Shipment for the return 4. Add a line with negative quantity in return order when vendor ships a replacement. 5. Move negative line to PO. Follow #1 to receive and put away the replacement. 6. When the invoice from vendor comes, I want to use 1 invoice to include all 3 orders, 1st PO, return order and the replacement PO. I use the copy document function to include the 3 receipt / shipment lines (the return shipment line with negative quantity). But when I try to post, error message shows telling me “Appl.-to Item Entry must not be 0 in Purchase Line Document Type=‘Invoice’,Document No.=‘PI080001’,Line No.=‘40000’”, so I try to select the item entry. Then an error message prompted “Quantity must be negative in Purchase Line Document Type=‘Invoice’,Document No.=‘PI080001’,Line No.=‘20000’”. What should I do? It seems get no way to include 2 orders into 1 invoice. The reason for doing this is that we don’t actually receiving 3 invoices from vendor, if we post it separately, it will be misleading that we should get 3 invoices in the accounting. Many thanks for any of the suggestions!!
The return order generates a credit memo, so you would need to create this credit memo. There will be one invoice, which will either be for the two items or the one. If it is for one, invoice the first, credit the return and apply the two. If it is for two then invoice both and apply your credit to one. If the invoice contains the credit as well then you have to split this out becuase you are tracking this separately by the use of a return order creating a credit memo, so process the invoice less the credit, process the credit element as the credit note and apply the two giving you the net result of the invoice.
Does that mean I still need 3 invoice numbers when posting the invoice and credit memo? Cannot combine all to 1 invoice?
Thanks.
Nope it means you need one invoice number and one credit note number.
You cannot invoice a shipment in purchasing, you invoice receipts, making the assumption you are using get receipts.
What your supplier actually gives you denotes how you handle this internally as previously stated.
i did not go in the details of replies, but the "Appl.-to Item Entry must not be 0 "
is generated because you have “exact cost reversing” set in your purchase and payable setup.
verify why it is set and if there is no problem in removing it.(item cost related issues)
if no problem, remove it and post.
I nearly understand the case now. May I have further understanding on this? Say the original PO P08001, and the return order is R08001. The relative PO for the returned items is P08002. So I should create a invoice PI08001 for P08001 and P08002. And a credit memo PC08001 for R08001. Your suggestion is before posting PC08001, I should apply the entry with PI08001. What is the meaning of doing the apply entries before posting the credit memo then?
A short summary answer is yes. The apply entry before posting the credit note saves you going in and applying it as a second step. If you forget this the invoice will appear on the payment run as the credit is simply on account.