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[Robyn Hawthorne]

We just upgraded to Nav 2017 from Nav5 in November last year and I just noticed that when we post a negative line in a Purchase Invoice, it creates an open Receipt that shows when we use the “get receipt lines” function. I’d like to know how to clear these or not create them in the first place. Is there some setting we have to change?
Also, the negative receipt line shows -2 Rec’d not Invoiced, even though the original quantity on the posted invoice is -1.

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Regards,

Robyn Hawthorne
Magnum Concrete Inc.
Aldergrove BC
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[Franz Kalchmair]

the result you describe is quite ok … for std. nav.

i tried to test that.
did not work with a purchase invoice. got an error saying, amount must be neg. in gen. jnl. line.

i then tested using a purchase order, line with neg. qty., posted with receive only.
that created a posted purch. receipt line with a neg. qty.
that is the same as a purchase return receipt line (with pos. qty.). 

you have upgraded vom nav5. seems that you except a different result. it can be that there was a customization in nav5, that was not upgraded to the new nav version.

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Franz Kalchmair
Microsoft MVP
Senior Consultant
Vienna, Austria, Europe
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[Ben Baxter]

Perhaps you can let us know why you are doing a negative entry on the Purchase Line?  There may be new functionality in the upgraded version that would be better to handle your situation.

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Ben Baxter
Consultant
Accent Software, Inc.
Carmel IN
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[Robyn Hawthorne]

To balance the Purchase Invoice.

For example:

We receive a PO for each load of aggregate/cement/etc that we receive throughout the month and then we receive an invoice from the supplier on a monthly basis. Some loads at month end will be billed on the invoice even though we didn’t receive them until the following month for various reasons. Rather than have the supplier rebill the invoice, we enter that ticket into a prepaid account (GL) rather than as inventory we didn’t yet receive.

The following month, the receipt we have prepaid will not be on the invoice, but we want to clear the PO, so we bring in the inventory and reduce the invoice (here’s the negative line) by the prepaid account.

This causes the negative receipt line that now shows up when we pull up the Get Receipt Lines page. 

Another Example:

We are exempt from provincial tax depending on certain purchases use. Some suppliers don’t charge us the tax because most of our purchases are exempt. However, we sometimes have to self assess.

The easy way to do this is to have the first purchase line with the correct tax code and then a second line reducing the invoice (negative line) by the amount of the tax so the invoice balances and the tax we need to remit to the gov’t is accrued to an account.

The Invoices we post aren’t negative, they have a negative line in them to reduce the invoice to create a balanced inventory, accrue tax or apply a discount.

Note that the negative line in my above screenshot shows Qty Rec not Invoiced as -2 rather than -1. The entry is not being created as per any logic that makes sense to me though perhaps there’s a good reason for this.

One suggestion on another thread was that I go to the Purchases & Payables Setup, and untick the ‘Receipt on Invoice’ box. However, I’m concerned with the implication of this onto the rest of purchasing process. It seems to work from my testing, but does Nav treat inventory differently if it’s received on a PO vs directly through an invoice (without a receipt from PO)?

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Regards,

Robyn Hawthorne [Designation]
Magnum Concrete Inc.
Aldergrove BC
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[Cynthia Priebe]

Have you looked into Prepayment functionality for your first scenario?

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Cynthia Priebe, MCTS, DCP
Senior Business Analyst and Project Manager
Liberty Grove Software
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[Robyn Hawthorne]

I’m not sure how prepayments would help since I still need to get the receipt lines and add an adjustment to be able to post an invoice that matches the actual invoice I’ve received, unless I’m misunderstanding how prepayments work. It’s not a prepayment on an invoice but a specific line item on the invoice that we have not received at the date of the invoice. Bringing in the receipt line on an invoice dated before the item was received causes issues in inventory.

What I don’t understand is why Navision can’t have a negative line in a Purchase Invoice. Lesser accounting programs do this all the time without issue. Is it a glitch or correct functionality? If it’s functioning correctly, what setup am I missing? 

“Receipt on Invoice – Purchase and Payables Setup

Specifies that a posted receipt and a posted invoice are automatically created when you post an invoice.

If you leave the field blank, the program will create only a posted invoice when you post.”

If I post an invoice with inventory that didn’t have a PO, will the inventory be received if I do not have Receipt on Invoice checked in the Setup?

Has anyone had or seen this issue before?

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Regards,

Robyn Hawthorne [Designation]
Magnum Concrete Inc.
Aldergrove BC
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