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[Shannon Price]

We are trying to implement a new Procurement System and the vendor (Medius) is telling us that we can’t change the coding (GL Account, Cost Center) after the PO is created, and instead we would need to create a new PO.  When I asked why (since you can change the more important qty and price which triggers reapproval), they said it is because ERP systems do not allow you to change the coding on a PO line.  Does NAV not allow you to change the coding of a PO line after it is created?  We are still on NAV 2009R2, so things might have changed.  Currently we often need to change PO destinations (which changes the Cost Center), and our PO integration cancels (zeros qty) the original line and creates a new line to the new location.  I have also tested that the system allows you to modify the coding on a PO line as long as you Reopen the PO, so NAV seems to allow either method of making a change.  Does anyone have experience with a Procurement System that does allow updating coding after the PO is created that I could use as reference?  Updating at least internal coding (GL Account) just seems like something a standard PO system should be able to do.

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Shannon Price
Director of Financial Systems
David’s Bridal Inc
Conshohocken PA
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[Meenakshi Singh]

Hi Shannon,

In NAV, you can change a GL account on PO Line after the PO is created. You CANNOT change it after either it has been received or invoiced or both. After posting, you will need to update the PO with new lines (if want to keep the same PO no.) or generate a new one after canceling the old one. I am not clear on the issue here, is the vendor saying that you cannot send the PO with a different Account code to them? It’s your account code so you can change it anytime before sending it to the vendor. If it’s an item then you can assign it a vendor item no. and your item can be any internal item no. of choice.

Hope that clarifies some of it for you. 
~Meenakshi

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Meenakshi Singh
Ruby Award Recipient
NAVUG/D365BC-Programming Committee
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[Shannon Price]

Thanks for the reply Meenakshi! At the very least, we wanted to be able to change the GL Account or Cost Center on a PO line after the PO is created, but before it is Received or Invoiced.  Medius is saying we can not change the GL Account or Cost Center on a PO line at ANY point after the PO is created (even before it is received).  They say that is how ERP systems work, but NAV (as you said) does allow you to change the PO coding after creation but before receiving the line.  I assume other ERPs work like NAV, but they seem to think otherwise.

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Shannon Price
Director of Financial Systems
David’s Bridal Inc
Conshohocken PA
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[Meenakshi Singh]

This is interesting. I haven’t worked with Medius so can’t provide any feedback or input on that restriction or workaround. It seems like that’s a known issue per Kari’s post. Maybe if someone else has worked with or implemented Medius on this forum can provide some input on what solution was “invented” for this constraint.

But to reconfirm ERP system (NAV) does not block you from changing the GL account on an unposted document.

~Meenakshi

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Meenakshi Singh
Ruby Award Recipient
NAVUG/D365BC-Programming Committee
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[Kari Strandberg]

Shannon,

We implemented Medius December 2020 and are encountering this same situation.  PO’s that are for inventory items are very straightforward.  PO’s that are posted to a GL account are requiring a workaround that is less than ideal.  In order for Medius to know that the PO has been received, the GL line on the PO needs to be received.  This action in NAV “locks” the GL account (and dimensions).  Thus, we cannot change the GL account in Medius.  For us, our AP staff many times needs to change the GL account that the purchasing staff have chosen (Fixed asset vs. expense thresholds, new understanding of what the expense is for, etc.).  

Our imperfect work-around is to process GL Purchase Orders through Medius as an Expense Invoice.  We reference the original NAV PO in the Invoice Details description field.  Then we delete the PO in NAV (never having received it).  One of the many struggles with this is 1.  Remembering all those steps, 2.  Losing the PO in NAV for users to pull up based on the PO they issued to the vendor.  They can pull it up in Medius Dashboard with search on the description field (hopefully the AP person remembers that step).

I really really like Medius as an AP Automation platform.  It has moved our company forward in technology and remote working effeciency.  This, however, is one of our biggest pain points.

I’m interested in any suggestions or solutions that others can share.

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Kari Strandberg
Director of Finance
Bernatello’s Foods
Maple Lake, MN
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[Sofia Huss]

We have been using Medius and NAV for several years. PO created in NAV (we use NAV for our item related PO) can be updated after creation up till you have received the line. However if you are using the E-procurement modul in Medius you can not update the PO after it is approved. We have changed a setting so that we can update the coding in Post Control but Medius do not recommend that change.

Regards

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Sofia Huss
Envirotainer
Upplands Väsby
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