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Problem with a Capitol PO

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Bev Edwards

Veteran Member

Posts: 366

9/9/2014 2:16 PM

We have a capital PO that was received at a higher dollar than what was paid, and now the PO will not release because the receipts cause it to be over budget.

Is anyone familiar with how to correct this cia the Lawson application so we can get the PO to release or would this be a situation where the data would need to be painted?

Example: PO 1118023 - Line 3 received $6,400.00, paid 800.00

Kat V

Veteran Member

Posts: 1020

9/9/2014 7:24 PM

That sounds like an activities issue - in my case, Finance would need to increase the budget to the actual received dollars and when the invoice matches, the credit will post and bring it back down.

JonA

Veteran Member

Posts: 1163

9/10/2014 11:32 AM

I've never seen an issue with a receipt causing an activity to be over budget. The budget edit on activities looks at commitments (PO lines that haven't been invoiced and RQ lines that are released but have yet to be moved to a PO) and transactions (AP invoices released and GL transfers). I have a couple handy Crystal reports that I use to view the commitments and transactions. Otherwise you can run AC295 (Activity Commitment Summary) and AC290 (Transaction Listing), take the total of those for the current fiscal year and compare to the budget.

Also, with regard to your example, what are the quantities ordered, received and invoiced and what's the unit cost?

Bev Edwards

Veteran Member

Posts: 366

9/10/2014 2:55 PM

Hi Jon,
This issue is coming from our Purchasing manager. Here is the email I received from her in response to yours:

Example: PO 1118023 was capital we set up as a flip flop meaning the dollar amount of the PO was created as the quantity.

Line 1 was created as: 7200 EA @ 1.00 each.

It was received at 7200 ea, but invoiced at 800 eacj.

Bev

JonA

Veteran Member

Posts: 1163

9/10/2014 4:14 PM

A commitment of $6400 and transaction of $800 should be hitting the activity related to this PO line. Are you expecting to be invoiced for the remaining 6400 EA? If not I would cancel the remainder on this line. That will reduce the amount of commitment against the activity. Were you able to run those AC reports and compare to the budget?

Bev Edwards

Veteran Member

Posts: 366

9/10/2014 7:57 PM

I'm forwarding your email to our Purchasing manager.
As for the reports, we cannot run them because we don't have access to them. We would need to have our security gatekeeper request the access for us to have them.

Might take a few days to get access to that.