DBD: PO Receiving - AP AR Short Version
DBD: Purchase Orders - PO Receiving, AP Invoicing, And AR Invoicing (Short Version)
🔵 Overview A condensed walkthrough of the P/O Receiving, A/P Invoicing, and A/R Invoicing process, from receiving a vendor invoice through to billing the customer.
Step 1: Enter the Purchase Order Receiving Header
After you have selected P/O Receiving from the Main Menu and gone into a batch, this is the first screen you will see. The first thing you will need to enter is your Purchase Order Number. This would be your Order Number followed by the P/O code designated on the order.
Put in the correct receipt date and make sure that you are entering this into the correct period. (The receipt date will be the date you are physically receiving this inventory, or the date of the vendor invoice.) You would then enter in the invoice number from the vendor if you have received one. If the vendor has charged you freight that you did not include as a line on the original order, you will also want to enter it on this screen. Then press Next.
P/O Receiving - POGMAG — Header tab
Step 2: Receive the Lines
You will then come to the lines section. Press enter on the line number field, and then you will tell the system the quantity that you have received from the vendor and what the unit cost was. If there is a backorder situation, you can designate the backordered quantity on this screen. If you are receiving the line completely then make sure that the Line Complete check box has been marked. When you are finished press Next.
💡 Note: If the line that you are receiving was designated with Special Shipping in Order Entry, you will have some additional screens to proceed through. See the additional information below.
After all your lines have been received a Finish button will appear and pressing this button will bring you into A/P Invoice Entry, if a vendor invoice number was entered.
P/O Receiving - POGMAG — Lines tab
If the Line Has Special Shipping
If your line on the order was marked with special shipping, this P/O Special Shipping Receiving screen will appear. The receive now quantity will need to equal the quantity you had marked on the previous screen for this screen to proceed. Press Finish to continue. This screen usually appears when the order has been assigned to ship into the warehouse.
P/O Special Shipping Receiving - POGMAF
If this line is being brought into your warehouse, the Inventory Lot Receiving screen will then appear. This is where you designate how the inventory will be stored in your warehouse. After you have setup your lot, press Save and then press Exit to return to P/O Receiving.
Inventory Lot Receiving - ICGLAB
Step 3: A/P Invoice Entry
After you have finished P/O Receiving you will be brought to the A/P Invoice Entry screen. The invoice number will automatically populate based on what you entered in during P/O Receiving. Make sure that you are in the correct period before creating the invoice. Most of these fields will automatically populate. When they are all correct, press Next.
A/P Invoice Entry - APGDAA — Invoice tab
This will bring you to the A/P G/L distribution screen. This is normally filled in automatically based on the product code of the ordered items. If this is correct you can press Finish. Any freight amounts will automatically write to the freight account, so the amount here will normally be going to a WIP or COS account.
A/P Invoice Entry - APGDAA — General Ledger tab
Step 4: A/R Invoice Entry
You will then be brought into A/R Invoice Entry. This is where you create your bill to the customer. You will usually hit the Assign Next button to generate the next invoice number, and the Order Number will populate automatically based on the order that you just pulled in through P/O Receiving. Check over fields like the Terms Code, Sales Tax Code, and Invoice Date. If this information is correct press the Next button.
A/R Invoice Entry - ARGEAC — Header tab
You will then come to a screen where you can see which lines from the original order are being billed. If all your lines are showing as YES for Bill Now, you can press the Bill Complete button to proceed to the invoice summary screen. If you want to check over the individual lines, or add comment or special charge lines, press the Next button.
A/R Invoice Entry - Order/Invoicing Interface - ARGEAC.1
If you had special shipping on the order, you will be prompted with this additional screen to confirm the amount that you are billing now. Press Finish.
Order Special Shipping - FMGODD
If you didn't press Bill Complete, this is the section you will be brought to for adding additional lines or modifying existing lines. When you are done on this screen, press Next.
A/R Invoice Entry - Lines - ARGEAC.2
After going through the lines section, or if you had pressed Bill Complete, you will come to the Invoice Summary screen. On this screen, you will want to verify the Net Sale, Tax Amounts, Terms Code, and Commission Information. If this information is correct you can press the Next button. The Back button will take you back to the lines section if you need to make any adjustments.
A/R Invoice Entry - Summary - ARGEAC.3
The final screen of A/R Invoice Entry shows which G/L accounts are being written to. These are usually automatically generated based on the product codes from the order. Press Finish to complete this invoice and return to the beginning of the P/O Receiving process.
A/R Invoice Entry - General Ledger - ARGEAC.4
Notes for Batch Users
When you are done with your P/O Receiving you will need to update your batch. When you update this batch, you will have a copy of your Receiving Journal and Lot Receiving Journal (if applicable).
💡 Note: When you update this batch, it will create two new batches. One in A/P and one in A/R. The batch number will be the same, but it will have an "A" attached to it in A/P and a "B" attached to it in A/R. You will need to update your A/P batch to create your vendor invoices in the system, and you will need to print your A/R invoices then update the A/R batch to create the customer invoices in the system.
Frequently Asked Questions
Q: What's the first thing I need to enter when starting P/O Receiving?
A: Your Purchase Order Number (your Order Number followed by the P/O code), plus the correct receipt date and accounting period.
Q: What happens if a line was marked with Special Shipping in Order Entry?
A: You'll go through additional screens — P/O Special Shipping Receiving (where the receive now quantity must match what you entered on the previous screen) and, if the goods go into your warehouse, Inventory Lot Receiving to set up the lot.
Q: How does A/P Invoice Entry get populated?
A: It's brought up automatically after finishing P/O Receiving if a vendor invoice number was entered, with most fields, including the G/L distribution, already filled in based on the product code.
Q: What should I check on the A/R Invoice Entry header?
A: The Terms Code, Sales Tax Code, and Invoice Date, after using Assign Next to generate the invoice number.
Q: What's the difference between pressing Bill Complete versus Next on the Order/Invoicing Interface screen?
A: Bill Complete proceeds straight to the invoice summary if all lines show YES for Bill Now. Pressing Next instead lets you review individual lines or add comment/special charge lines first.
Q: What happens when I update my P/O Receiving batch?
A: It creates two new batches — one in A/P (with an 'A' suffix) and one in A/R (with a 'B' suffix) — using the same batch number. You'll need to update the A/P batch to create vendor invoices, and print then update the A/R batch to create customer invoices.
Tags: purchase-orders, po-receiving, ap-invoice-entry, ar-invoicing, short-version, DB-distributor