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[Mary Crouse]

We use purchase orders, receiving, and match invoices.  When paying by credit card, our AP clerk matches invoices to receipts and changes the amount to $0 so he can pay by credit card and still close the PO.  This is a problem for any companies for which we order inventory items.  If he uses the $0 for inventory, it changes the cost to $0.  If he does not match the invoices and just pays by credit card, the PO never closes.

What are the correct steps to take in order to match invoices to receipts, close PO’s, and ensure the inventory costs do not update incorrectly?

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Mary Crouse
Business Application Analyst
Bonita Springs Utilities
Bonita Springs FL
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[Leah Nolan]

I feel your pain!  Our A/P clerk did something very similar, making pulling documents for sales tax audits a major pain in the aspirations!

It sounds like your A/P clerk needs to learn how to correctly use the credit card feature.  Match the receipts to the invoice without changing the costs.  Create a manual payment to pay this invoice.  Select ‘Credit Card’ as the payment method.  Click ‘Apply’ to find the invoice paid by the card. This removes the balance from the PO vendor and puts the balance on the applicable credit card.  Liability still remains.

Once the statement comes in, A/P should create a manual payment, selecting ‘Check’ for the payment method.  Now when ‘Apply’ is clicked, the CC pmt. for the PO vendors will display.

It may seem like extra steps, but it is much easier to address in the Purchasing module instead of the Inventory module.

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Leah Nolan
Financial Systems Analyst
Med Fusion
Lewisville TX
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[Sally Diehl]

With the PO Prepayment feature, the credit card payment can also be entered as a prepayment on the PO if you know it will be paid by credit card when placing the order.  Otherwise, the manual credit card payment is the way to correctly record the credit card payment against a PO Invoice.   

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Sally Diehl
Director Technology and Management Consulting
RSM US LLP
Minneapolis MN
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