Processing invoices after inventory receipt is archived

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JonA
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    In October 2017 we brought on another hospital to our system and I converted the POs that had yet to be received and/or invoiced.  Some of those receipts remained unmatched for some months and the buyer decided to archive the receipts rather than see them on the RNI report each month.  Now, 15 months later, one vendor has sent a statement with a boatload of invoices that were never paid going back as far as August 2017.  With the receipt archived the invoice will need to be expensed rather than matched but I'm not sure what GL to code the expense to for the inventory POs.  For nonstock and specials we can code to the department that received it.  But when inventory is received there's a debit to the inventory account and a credit to the RNI account.  When the receipt is archived the RNI is relieved but is there an offset?  Am I missing the other side of that transaction?  I've checked the adjustment and shrinkage accounts I don't see any transactions for the same amount.

    Jon Athey - Sr. Supply Chain Analyst - Materials Management - MyMichigan Health
    Kat V
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      You are correct - Archive Receipt has no offset account for inventory - it just kind of goes *POOF* which freaks out my Financial Analysts every time they are made aware of it but is really, really useful.

      You can run the IC220 and confirm it - the archive receipt (AR Transaction code) just shows the inventory account and then nothing else.
      Brenda
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        Jon

        I am curious as to what your resolution was and how you got the invoices paid against the archived receipt.  We are going through a similar situation right now and I am not sure what to do with the invoice.  Thanks for any input you may have.

        Kat V
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          We process them as non-PO against the expense account for the department.
          Erik G.
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            We have run into this situation before as well and at one point, came very close to telling the vendor that because you waited over 2 years to bill us, thank you for the free product. In the end, what we do here, is duplicate the line on the PO but make it a service line and have AP pay it that way. We also make notes on the PO on why we did what we did. Not sure its the cleanest route but our auditors are okay with it.
            Jeremy
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              Hi all,
              I have a question that falls kind of in line with this. If we have a PO for, let's say $1000 and it has an activity on the line and we receive it, but not invoiced yet, it's a commitment, right? What happens to the budget if we archive said receipt? Does it stay on the project's budget? If so, as an actual? Or, does archiving the receipt (no longer available to match an invoice) put the $1000 back on the activity's budget??
              Kat V
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                It archives the commitment when the receipt is archived. Not sure what it does to the actuals.
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