Multiple Invoices on a Single Purchase Order

Occasionally you may have a parts house ship you a partial shipment or a
shipment for one PO with 2 invoices. Reasons for this are they sometimes need to
go to more than 1 warehouse or they are waiting for a part to be delivered to
them. Controls in our Purchase Order system as well as controls in the vendor’s
Accounts Receivable system makes it imperative that we have one Purchase
Order receipt for each vendor invoice. Each Invoice must be received separately
even if they are for the same PO. If a vendor has parts or supplies for more than
one PO on a single invoice he must void that invoice and issue new invoices.

- You may have multiple receipts on a single PO

- Each receipt should balance to a single vendor invoice.
- A Vendor’s invoice cannot include parts and/or supplies for more than
one PO.

The example below shows how to do multiple receipts to a single PO.

Scenario: 2 Batteries and 2 rotors were ordered from Uniselect. All 4 parts
showed up with the driver. The driver got the batteries from the Cortland
warehouse and got the rotors from the Ithaca warehouse. There are 2 different
invoices with the parts.

- Create the PO with the 4 parts.

- Click Pay/Receive button.

- Change the receive quantity(Recv Qty column) to the quantity that you
receive(which should agree with the quantity on the invoice). DO NOT CLICK THE
RECEIVE IN FULL BUTTON

- Unclick the PO complete button.

- Put in invoice number, invoice amount, payment type and click the Save receipt
Button.
- Bring the Purchase Order back up on the screen and click the Pay/Receive
button.

- The parts you received will show an order quantity of what you ordered minus
what you have already received.(ordered 2 rotors, already received 2 so the
receive quantity is 0)

- Either update the receive quantities(Recv Qty Column) or click Receive in full to
receive the balance of the items.

- If there are no more items to receive make sure the PO Complete button is
checked. It will default to being checked. If there is another invoice to be received
on the PO at a later time, make sure it is unchecked.

- Put in invoice number, invoice amount, payment type and click the Save Receipt
Button.