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What to do when a Supplier’s Invoice total doesn’t match the total of the items on the TSM Purchase Order.
What to do when a Supplier’s Invoice total doesn’t match the total of the items on the TSM Purchase Order.
To set TSM up to handle this scenario:
1) Create a new product code in the products module for ‘Adjustments’. Make sure this item is marked as ‘non stock’ and that the appropriate account codes are set.
2) Set the value for the option in Utilities → Setup → Purchase Orders: “Product ID for Supplier Invoice Adjustment” to be the same as the Product ID created in Step 1. Save and Exit.
To process a supplier’s invoice whose total does not match the sum of the components:
- Receive the items on the purchase order as per the standard procedure.
- Click the ‘Invoices’ button to receive the supplier’s invoice.
3) The Order Receipts screen will appear. Tick the received box next to each item on the invoice. Update the cost prices if necessary. Enter the Supplier Invoice Number and Date.
4) If the supplier invoice total displayed in TSM does not match the total on the supplier’s invoice due to an error on the supplier’s side, the user can over-ride the calculated invoice total by typing the Supplier’s figure into the ‘Receipt Control Total’ field.
Note: Extreme care should be taken here to ensure that the supplier’s figure is actually incorrect, and the discrepancy is not due to having the wrong cost prices against the received items.
5) Click the ‘Receive Now’ button to continue.
6) A prompt will appear advising that the invoices totals don’t match and asking if TSM should add an adjustment line to compensate. Click ‘Yes’
7) The Purchase Order will be updated with the adjustment line, and the supplier invoice which is created will be for the amount set by the supplier.