Overview
There are two main reasons for having many uninvoiced purchase receipts:
The receipts were finanlised correctly, but never invoiced
A first receipt was processed and (in most cases) invoiced. Then a second receipt was processed for the goods in error. Either from the purchase order or via a manual receipt.
To identify duplicate receipts, review the list of receipts on the related purchase order or if there is no purchase order on purchase receipts
In both cases the action required is to invoice the receipt:
For genuine receipts, obtain the relevant invoice information then invoice the receipt to the normal supplier
For duplicated receipts:
Particularly if the duplicate receipt is quire recent and if the goods have not been subject to a stocktake since the date the receipt was finalised. Then reverse the receipt with the reverse button if you can. (Note: We can’t normally reverse the receipt as by the time you have found it the goods have normally been sold. )
If a stocktake has happened for any of the goods on the receipt since the date of the receipt or if you can’t reverse the receipt using the step above as the goods have been sold. Then invoice the goods to a MISC supplier, as described in detail below. Then credit the MISC supplier.
Procedure:
Invoicing valid receipts that have not yet been invoiced.
Once you have worked out what does need to be invoiced then invoice it by getting a copy of the purchase invoice from the supplier
Invoicing duplicated purchase receipt to a MISC supplier.
Once only, before you start invoicing any duplicated receipts that can’t be reversed to the MISC supplier. You have to create a MISC supplier and put them on stop.
For Uninvoiced purcahse receipts, already receipted on another receipt and invoiced
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.