I have just come across an issue between our Purchase Order module and our Payables module. 2 invoices from the same batch did not get retrieved to Payables. I have identified them, but don't know how to proceed. They equal the credit balance showing in my AP/PO Clearing account.

Do I re-enter them in Purchase Orders and hope they retrieve this time?
Do I enter them through Payables instead?
How will either of these affect my clearing account?
How do I ensure this doesn't happen again? Is there something that I should be checking when retrieving a batch from Purchase Orders?
HELP!!

Did you post these receipts as a 'Delivery note'? This would account for the fact that the invoices are not in Payables.

In POA go to Process\Reports and print the 'Outstanding receipt invoice list'. If you find your missing transactions on this report then you need to use the Inv/Adjust/Rtrns function to convert the Delivery notes to Invoices. Next Day end will then flush them out to Payables and create the offsetting entry to your clearing account.

Thank you!

These were actually entered as "Quick Receipts" but I suppose we were keying too quickly to change "Delivery Note" to "invoice" in the drop-down menu.

Should I be using the Outstanding Receipt Invoice List as a double-check that everything is posted, or is there some other way?

Hi Sonia

Yes, the Outstanding Receipt Invoice List is the key report for reconciling PO to your GL clearing account. The total of the report should exactly equal the GL balance. If it doesn't, that's a red flag.

You may need to remove old entries from the report. The most common reasons they are there is that you never received the vendor invoice (lucky you), or you entered the vendor invoice directly in AP, ignoring the receipt sitting in PO (double entry to the expense!).

Steve