Applying paid invoices to Purchase Orders

Question

What's the best way to apply a paid invoice to an open Purchase Order? 
 
 Purchase Order Created. 
 Invoice Entered; not applied to PO. 
 No notification from Sage that there are open purchase orders for that job with this vendor. 
 Invoice Paid. 
 Period closed. 
 Purchase Orders Audited and realization made that Invoice in question should have been applied to a PO. 
 
 So, now what? 
 ~j

Char DeLange · Accepted Answer

It depends if the coding of the original AP was correct. 
If it was 
You can enter a "paid" invoice using a negative qty to reverse the original.(which will NOT post to the GL) 
Then re-enter the invoice, attach it to the PO, and also change the status to paid. 
This will fix the PO. 
 
If the coding was wrong on the original invoice: 
Enter the new invoice, attach it to the PO. 
Enter a credit to completely reverse the original invoice. 
You can apply the credit to the new positive invoice using the reference field (please read Sage help) 
But this cannot be reversed so be careful. 
 
OR 
Set them both to pay on the next check, since they cancel each other out, it will have no affect on the check.

jamesrshoemaker · Answer

Thanks Char, 
I notice that the PO does not update the amount received to date and needed to manually enter it in 6-6-1 
Aloha, 
~j

Sage Construction & Real Estate

Applying paid invoices to Purchase Orders

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