There are a number of ways to manage receiving stock and invoices at different times on one purchase order. The following examples suggest three separate payments.
▪Leave the original PO on Received status until all invoices have come in. Ensure the stock on the PO has the correct cost. ▪Add Expense Orders for each of the 3 invoices, linked to the Received PO. These will then roll into creditors and will ultimately provide the cost of goods for the original PO. ▪FINISH the original PO at $0. |
▪Leave the original PO on Received status until all invoices have come in. Ensure the stock on the PO has the correct cost (as far as you know). ▪Make the creditor payments as Prepayments in Creditors, noting the main PO number and relevant Invoice number in the Payment Comment field. ▪When all 3 invoices have come in, amend the Received PO to FINISH, with the 3 invoice numbers in the Vend Inv field and/or Notes field, and apply the prepayment credits against the invoices. |
▪Leave the original PO on Received status until all invoices have come in. Ensure the stock on the PO has the correct cost (as far as you know). ▪Add Expense Orders for the 3 invoices and pay them as normal in creditors. Do not link these to the original PO. ▪Add a negative expense order against the Creditor for the value of the 3 invoices to create a credit. ▪Finish the original PO at the correct cost and then apply the credit to clear the debt. |
▪Create an initial PO for the full amount. ▪Create a journal stock code called Deposit, for instance.. ▪Generate separate POs from the initial one, including the deposit journal stock with the relevant amount. Finalise and pay this purchase order. ▪On the initial PO, use the same deposit journal stock, entering the amount in negative to reduce the total by the amount that was paid. ▪Finish the original PO when ready. |
Further information
Opening Balance Purchase Order
Purchase/Expense Order Footer Tabs
Purchase Order Approval Process
Add an Amount to a PO when Finished at $0
Add Comments to a Purchase/Expense Order
Add Freight to a Purchase Order
Export a Purchase Report to Spreadsheet
Fix Incorrect Pricing after PO Finished
Fix Incorrect Vendor on Purchase Order
Handle Employee Reimbursements
Handle a Credit for Freight Charged
Link a Job to a Purchase Order
Link Expenses to a Purchase Order
Print a Purchase/Expense Order
Record One Invoice Number on Multiple POs
Record Overseas Purchases, GST, Import Costs