Purchase order and received invoice don't match

Question

Hi guys! First post here :) 
 I'm having trouble understanding what to do when inputting an invoice from the purchase order module. 
 The invoice that I received has 3 line items, 2 of which were in the purchase order. The third one is different. After talking with my colleague who raised the PO, he said that the company supplied us a wrong item. In the meantime I received another invoice referencing the same PO but with just the new item in it. 
 How do I manage this flow of information in sage? When receiving an invoice I always go in the purchase order module and click update. But in this case if I update the PO into the ledgers, Sage will select the three correct items, but I need to input the invoice as it is (with the wrong item in it) 
 I thought about going for it this way: select the po, update to ledgers. In the following window I'll edit the item we didn't received and select a quantity of 0. Then in the following batch update window I'll add a new row with the description of the wrong item and then click update. Later I'll input the invoice for the correct item and the following credit note. 
 Is this the right way to tackle this issue? 
 Sorry for my english, I hope everything is clear enough :) 
 Thanks!!!

Keith L · Accepted Answer

Hi Lukez, 
 If this is the case, you can try the following. 
 1. You must have entered the purchase order with the correct item already, so this part is done. 
 2. This is for invoice #1. Convert the purchase order to Invoice. Put the full quantity of item A and B under the Quantity column. Do not touch item C as it does not show up in invoice #1. Use the next line to key in the incorrect item D and then post it. Look at the screen shot below as an example. 
 
 3. Since item C in the purchase order is not filled up, the order is partially invoiced. You can choose it and convert it to invoice again . The is for invoice #2 you received from the vendor. For this second invoice, you only need to fill up the Quantity column for item C as the first 2 items are already filled up in the previous invoice. Look at the screen shot below for example. 
 
 4. When you need to return D, you enter a negative purchase invoice for item D only. Look at the screen shot below. 
 
 5. When you do the payment to the vendor, open the payment windows. You will see the 2 invoices and the negative invoices. Pay them all and the net result is the same as your original purchase order. Look at the screen short below 
 
 Hope this helps.

LukeZ · Answer

Very helpful! Thank you for helping me and the time taken to write this tutorial!

Sage 50 Canada

Purchase order and received invoice don't match

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