Removing PO Lines from PO Receipt Reconciliation Report

Owned by Joseph Wall (Deactivated)
07 13, 2018

Issue/Symptom/Question

How can I remove lines from the PO Receipt Reconciliation Report when in total the PO Number nets to zero, but the PO Lines are not reconciled.

Applies To

PO Receipt Reconcilaition

Resolution/Fix/Answer

There are 2 primary reasons why PO lines show on the PO Receipt Reconciliation Report:

  1. The Units don't net to Zero for the PO Line Number, or
  2. The Dollars (Booked Amounts) don't net to Zero for the PO Line Number

If there are lines on completed POs showing on the report, the lines meet one of those criteria.  If the cumulative booked amounts of the line items equals zero for the PO, then need to identify what can be done to clear the items off of the report.

There are probably buckets that the Line items fall into, for example:

  1. PO Receipt of X Units at $0 per Unit was recorded, and no AP Invoice was entered to offset.  Need to back out the receipt in this case to clear the PO Line from the report. 
  2. The PO Lines had a credit but the credit was not applied against the original line.  Need to enter a net zero invoice to back out the incorrect credit and apply the credit against the correct line. 
  3. some other bucket

Majority will likely fall into the two buckets identified.  Need to confirm the PO Lines fall into one of the buckets, as it will determine the best way to remedy the PO Line.  Creating a PO Receipt Adjustment Interface and AP Invoice Interface file (depending on the bucket the PO Line falls in) are options available without creating a billable task for a Penta Developer to get involved.

Steps:

  • Identify and categorize the PO Numbers in the spreadsheet into buckets.
  • Break them out into separate spreadsheets so they are separate data sets.
  • If interfacing, identify the required pieces of information needed to be added to the PO #(vendor Id, units, etc.) to be able to make a complete interface file
  • Obtain the additional pieces of information needed after they are identified
  • Build the Interface file and confirm nets to zero in total
  • Process the interface file in TEST  (use current period date, nothing should post to GL because the net is zero), might want to request a refresh of PROD to TEST to make sure data is current
  • Run the PO Receipt Reconciliation Report and confirm the PO Line Numbers no longer appear on the report
  • Repeat in Production