Question

Duplicated costs

  • 14 April 2023
  • 5 replies
  • 95 views
Máté Kubicsek
Rank
Userlevel 1
Badge +8

Hi IFS community,

 

We have a situation on our end,

 

For a specific supplier a PO was created, we received the invoice after the service had been provided to us and we registered it in Manual supplier invoice without entering the PO number in PO reference. We received the PO through register purchase order arrivals and the PO to closed. However, now we noticed that the costs have duplicated in IFS which is not great.

 

Please is there a method to reverse the duplicate costs?

 

Thank you in advance.

5 replies

Ieva Rituma
Rank
Userlevel 6
Badge +16

You have two options:

  1. Either cancel the previous invoice and re-enter matching with the PO. 
  2. If the invoice is already paid and if the bank is already matched, you could also create an additional dummy invoice for 0 value. Match that with the PO receipt, and add manual posting with credit to the costs (where the first invoice was coded). You will have cleared the GRNI and credited the extra costs this way.
IRituma
G
Rank
Userlevel 6
Badge +19

Hi @Máté Kubicsek 

You can cancel the invoice to this month and recreate again matching with PO.

There is a basic data setup in IFS, whether non-inventory parts should create cost when receipt made.

Go to company > supply chain information > Procurement

If you uncheck this field, it will not create cost at receipt but at invoice matching

 

Hope this helps

https://superp.solutions/
Máté Kubicsek
Rank
Userlevel 1
Badge +8

@Ieva Rituma  Thank you for your response.

 

We match paid invoices in mixed payments according to the bank statement the next day when the payments have been done.

 

You mean to create a dummy invoice through manual supplier invoice, add 0 to gross ammount and save it? Should we add the PO number to PO reference after the manual supplier invoice has been saved or before saving?

 

“Match that with the PO receipt, and add manual posting with credit to the costs (where the first invoice was coded). You will have cleared the GRNI and credited the extra costs this way.”

Sorry but I don´t fully understand what you´re getting at 100%. Please, could you dive more into it please? Details

 

Thank you in advance

A
Rank
Userlevel 7
Badge +16

Hi,

Creating zero-value invoice please use PO reference before save - this way it will be created in Preliminary status regardless of other system setup. Otherwise, if invoice is posted at its entry, it will go directly to PaidPosted status and you will not have chance to match it with receipt (especially if Posting proposal is in use).
 

Regards, Adam
Ieva Rituma
Rank
Userlevel 6
Badge +16

Hi,

 

Sounds like option 2 is better for you because the bank is already reconciled. These are the steps:

  1. Create a new supplier invoice, add the PO/PO receipt reference, 0 gross value, and tax code of type No Tax (often set up as N)
  2. Go to the Posting Proposal, it should show as Unbalance
  3. Ensure the PO receipt is matched in the posting proposal
  4. Add a new manual posting line - this should be the same postings as the initial invoice (where the doubling of costs are arising), but with amount in the credit column

This will clear the GRNI, clear the duplicate costs and the invoice is 0 value so it will go to paid status so won’t impact cash and bank (as it’s 0 value). 

IRituma

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