Overview
It is possible to have received a purchase order multiple times.
It is also possible to have inserted a manual purchase receipt instead of receipting the purchase order from the supplier. This causes issues whereby you will have purchase receipts that have been posted but not invoiced and stock receipts more than once.
You should always check the Outstanding/Uninvoiced Purchase Receipts and Stock Credits weekly or monthly.
Checking Purchase Receipts before any further action is taken
Navigate to purchase
Select Purchase Receipts
Filter for Uninvoiced Purchase Receipts
Sort the list by Supplier
Highight the first posted Purchase Receipt and select Show Purcahse order
By naviagting back to the purchase order you will be able to check the number of times the receipt has been posted
If the purchase order has an existing purchase receipt already invoiced, then you know that the uninvoiced receipt is a duplicate.
Work out the scenario
If the purchase order hasnt been invoiced at all. You should do one more check to ensure that a stand alone purcahse receipt wasnt created and invoiced.
Navigate to the products on from the purcahse receipt,. check the product movements for the same date range and supplier and quantity
Once you have worked out what does need to invoiced then invoice it by getting a copy of the purchase invoice from the supplier
For the uninvoiced receipts that look like they are already receipted and invoiced follow steps below
For Uninvoiced purcahse receipts , already receipted on another receipt and invoiced
Create a misc supplier eg MISC
Invoice all the uninvoiced purchase receipts to this supplier, by navigating the uninvoiced purchase receipts and clicking on the Invoice action button
On the invoice, firstly ensure to change the supplier to MISC from the existing supplier
Ensure you select the Cost method of 'Do not update costs'
Click on Default the total
Leave the value of the purchase invoice to be the same value as the purchase receipt.
Finalise the purchase invoice
Repeat all of the above steps for all of the purchase receipts that have not been invoiced to the supplier of MISC
Then navigate to the card to write off the invoices as they are already invoiced originally on a duplicate
Find the card and highlight the supplier of MISC
Work out the total value that you have invoiced this Misc Supplier
Use the new button, drop down the list below new and select "supplier Credit".
Create a supplier credit and post it against the gl account of stock qty adjustment or an appropriate stock adjustment gl account. You can speak to your accountant as to which general ledger account you wish to use.