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iamasp27

Sage 300 2023: Issue with Expense Account Not Updating in AP Invoices

Posted By

We're utilizing Sage 300 2023. After generating and receiving a Purchase Order (PO), along with creating the associated Accounts Payable (AP) invoice and posting it to the General Ledger (GL), we've noticed that the expense account remains unaffected. We're curious about the potential reasons behind this issue.

Our current PO account settings are configured as follows:

- Payable Clearing: 20000
- Inventory/Expense: 30000

When selecting a PO item, the correct account is displayed at the Purchase Order Processing (POP) level. However, upon invoicing, the AP invoice lacks an expense line, only showing the payable account. The resulting GL entry is as follows:

- Payable Clearing: 20000 (Debit)
- Payable Clearing: 20000 (Credit)

What could be causing this discrepancy, and how can we address it?

  • 0

    Are you entering the invoice through the PO Invoice interface or directly into an AP Invoice batch?

  • 0

    Hi  I'm not an expert with PO and would like someone to confirm this.  I believe you're missing the most important step (or you have done it but not mentioned it) - entry of the PO Receipt.  The item quantities entered into the PO Receipt determine the expense lines on the A/P invoice.  I believe the steps should be:

    1. Create a Purchase Order
    2. When goods arrive, receipt them ensuing to enter quantities receipted on each line then enter the supplier's invoice number sent with the goods by clicking the Invoice button at the bottom of the Receipt Entry screen.
    3. Depending on your P/O settings either the A/P Invoice will be generated or you will need to run Day End Processing to generate it.
    4. The A/P invoice with will have the expense lines.

    OR

    Good luck!...Tim

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