Advanced Invoicing

Use advanced invoicing with:

Purchase order and/or shipment lines that you can invoice prior to being received. This involves situations where a supplier requires payment in advance for the goods arriving at the receiving warehouse.
Purchase order and/or shipment lines that may be received (fully or partially), and have multiple invoices generated for them. This involves situations in which goods are fully received into the client's warehouse, but only charged for by the supplier as they are on-sold to the client's customer.

The advanced invoicing process is outlined below:

Step 1:

To enable the feature generically, select the option Allow advanced invoicing on the PO Module Control form.
To enable the feature for a supplier, select the option Use advanced invoicing on the Supplier Maintenance form.

Step 2:

An additional column displays in the PO Purchase Order Entry line items table when you use Advanced Invoicing with a supplier. Select the Adv Invoicing checkbox for any line to include in the advanced invoicing process.

Step 3:

Orders that have one or more lines with Adv Invoicing selected appear in the Select Order table on the AP Invoice Entry form, regardless of whether the status of the order lines is Entered, Shipped, or Received, or Invoiced.

Where advanced invoicing supports a situation if there is a requirement to enter multiple invoices against an order, you can edit the invoice quantity after including it for invoicing.

Step 4:

Select the order lines to include for invoicing. For Adv Invoicing lines, a system transaction type APAdvInv is applied when the invoice is saved, which ensures Greentree Desktop doesn't generate an inventory transaction receipt from the invoice.

Variances

Greentree calculates advanced invoice PO variances using the PO Module Control settings for Adjust Cost of Stock Item and Adjust General Ledger Only.

If you select an adjust cost of stock item:

An IN Cost Adjustment line item is created using a new system transaction type called POVarCostAdj.
This system transaction type is not available to users
The line item will credit the stock account and debit the supplier PO clearing account.

If you select Adjust General Ledger Only, Greentree Desktop creates two journals if PO variance account is selected. Credit the PO variance account and debit the PO clearing account.

The advanced invoice PO variance is generated when the PO line status is Invoiced. If the line's status changes from Invoiced to another state — for example the received quantity is changed, the IN Cost Adjustment line item or the PO variance general ledger journals are deleted.

PO receipt default price

The default price consumes the invoiced value with any balance, receipting quantity is greater than invoiced quantity, being at the last invoice price:

Example 1

PO Order Quantity	10 @ $10
Invoice 1 Quantity	2 @ $10
Invoice 2 Quantity	4 @$15
Receipt 1 Quantity	10 @ $14 ((2x10 + 4x15 + Balance of order 4x15) ÷ 10 = $14)

Example 2

PO Order Quantity	10 @ $20
Invoice 1 Quantity	6 @ $20
Invoice 2 Quantity	4 @ $30
Receipt 1 Quantity	7 @ $24 ((6x20 + 4 x30) ÷ 10 = $24)