Table: I/R Details Master (1,2) Composite

Field:{Inv Status}

The results show me that we have receipts with Invoice statuses of 0, 1, 2, and 3.

Can anyone tell me what 0, 1, 2 and 3 represent? I thought there would only be 2 statuses, delivery note or invoice.

I am trying to create a Gridview that shows only the outstanding receipts. Same as the one in POA called, "Outstanding Receipt Invoice List", but if I can get those results in Gridview, I can export them to excel.

So, to get only the outstanding receipts, which {Inv Status} do I use? 0, 1, 2 or 3 ?? Or is their another method to show only the outstanding receipts in Gridview?

Hi Susan,

Here are the status values and their text equivalents:


Does that help?

Hi Susan,

A status of 1 means that the receipt was posted as an invoice, not a delivery note.
A status of 3 means that the receipt was posted as a delivery note and later on the delivery note was invoiced.
The rest should be self-explanatory.

The upcoming upgrade release for Purchase Orders will have appropriate fields support the Translate feature, and {Inv Status} is one of them.

So then the only ones that are outstanding receipts are {Inv Status} = 2?

The result I'm getting is that I found out that we have a number of outstanding receipts at zero dollars that did not show up on the "Outstanding Receipt Invoice List" in POA. So, I went in and posted these to clear them up.

I also found some receipts listed here that are not actually outstanding. When I look at the Receipts in POA it says, all lines says that the invoice status is "inv". However, they have not moved to history and they keep showing up on the Gridview report. I tried reposting them again but it won't correct the problem.

For example this receipt is appearing on the Gridview report with invoice status 2:

RC 00002634 reports qty of 144 @ 39.74 = 5,722.56 is still outstanding. However, I've posted it multiple times now and shows that the invoice status is "inv". So, why won't this move to history and how to I get it off my gridview report?

Will the new POA fix this? I've run integrity checks in POA and DataCare and they are not finding or correcting the problem.

Can anyone help or advise?

Hi Susan,

In order for a PO/Receipt/Invoice to be moved to history, all details and Vendor totals must have a status of Invoice (1) or Post Full (3) or Adjustment (4). This includes all POs and Receipts and Invoices that may have been combined together. Look at the Data Flow tab for this receipt to see other related documents. Can you put the Invoice Status field on this grid for easier checking?

If any receipt details have a status of Delivery Note (2), then that would prevent the move to archive. The receipt and at least one item would have to be edited, and an invoice/adjustment posted.
If any invoice details have a status of Delivery Note (2), then the data is corrupted (because invoices cannot be edited). In this case, you might have to get your Adagio consultant to edit the underlying data with GridView RW.

You might want to look at the misc charges on receipt 2602, and the first 4 details on invoice 3379, and the totals for all related receipts and that invoice (nudge nudge, wink wink).

I've always known that you guys were gifted with special abilities, but this takes it to a whole new level. :-)

So, I posted the misc charges on receipt 2602 so it now shows all lines as invoice status "inv".

When I view invoice 3379, I see that the first 4 details show as invoice status "del" instead of "inv" but I still don't know how to fix that? I can't edit the invoice and every related receipt now shows all lines as invoice status "inv". Can you give me another clue? :-P The bottom 4 lines show as invoice status "inv" from RC2635, but RC2635 doesn't even show up in the Data Flow. On my gridview report RC2634 and RC2635 both show as invoice status "2", even though RC2635 is in history already. Does this mean my data is corrupt or is there a way for me to fix it?

Hi Susan,

Invoices would have to be edited using an outside tool such as GridView Read/Write - you are correct that these cannot be edited directly within Purchase Orders. It makes sense that invoice details should not have a status of 2-Delivery Note, so I would assume that the data is not correct (corrupt?).

No special abilities - just happened to have an old copy of data from a tech support issue that still had these docs. By the way, I tried editing all the documents as above, and Archiving still hasn't moved these to History. Must be some other document that still needs correcting (2635?). There are a bunch of older documents that have similar scenarios, such as receipts where just the shipping charge have a 2-Delivery Note status but all items are invoiced.

Older versions of PO may not have dealt with item backorder qtys correctly if a partially received PO was completed, which is why items on completed POs may still appear on outstanding item reports. These have been fixed in the upcoming upgrade.

There's nothing I can do with RC2635 because it's already in history, unless I restore it, which I'm not sure what that does and so I didn't try it. So, seems I have a bunch of these that won't move to history, no matter what I do. I have tried everything. So are you saying that when I open my data in the new program, I'll have the ability to clean them up?

I can't promise that data will cleanable in the next version, but we can look at what might be possible with the integrity check.

I was able to get that particular PO1684 and all the related receipts and invoices into history, after cleaning up all the invoices with a delivery note status (using GridView R/W) and some receipts, and then running the Archive Documents process. I am not sure which document was the plug.

Integrity check fix would be very much appreciated.

Upon further investigation, it appears that there are hundreds of receipts on our system that are completely invoiced that have not changed from receipt status "2".

I have another example as recent as Sept 2, 2012 where this occurred. I know you don't have my recent data but as an example, RC7776 with a receipt date of Sept 4, 2012 pops up "Adjustments have been issued on this receipt" and "There are no unadjusted delivery notes on this receipt" and all the line items say Inv Status "Inv". On the Data Flow tab, I can see that there are 2 Invoices associated with this receipt. ADJ7772 was used to invoice Vendor 2 and ADJ7782 was used to invoice Vendor 1.

The problem seems to be when our staff are invoicing Vendor 2 while Vendor 1 has not yet been invoiced, they are not deleting the lines for Vendor 1. When they post, it pops up a message saying "Vendor 1 items have not changed, do you want to complete this invoice now?" and they click "no". Then they complete the posting for Vendor 2 by receiving an ADJ#. Later when they get an invoice for Vendor 1, the receipt still shows those lines as "del" so they post them and complete them.

The problem is that first invoice to Vendor 2 on ADJ7772 shows "del" on the items for Vendor 1. This is unchangable. So these Receipts will never change to inv status "2".

My first question is, should I ask our staff to delete the lines from Vendor 1 when they are posting invoices for Vendor 2 and vice versa, to prevent this problem from continuing?

Second questions is, I have hundreds of these receipts in our data that are permanently stuck at inv status "2" even though they are completely invoiced. What do I have to do to get my data fixed? Should I get this mess cleaned up before we move to the new POA or will the integrity check in the new POA resolve it for me?

I'm not sure if anyone at Softrak is still following this thread, but if so...

I'd like to retract my last post. I tested a few more and I think they are changing to Invoice status "2" as they should even when invoices are posted for vendor 2 using proration into the items on vendor 1 even while the items on vendor 1 are not yet invoiced.

It looks like many of the receipts we have that won't move to history are because of PO's that are not complete or lines on the receipt that were left at invoice status "del". With some time and effort, I should be able to clean a lot of these up. So, I should only be left with some older receipts that I can't fix myself because even though they meet all the criteria to move to history, they still won't.

Using POA Report "Outstanding Receipt Invoice List" the results are the actual outstanding receipts, which is what we want, rather than using Gridview with {Inv Status} = 2 where the results are all the receipts that haven't moved to history. Is there a way to get Gridview to produce the same results as Crystal Reports?

Hi Susan,

How far were you able to get with this one?

I think we can say that an improvement will be coming with the next upgrade to PO, with a better Archive Documents process. The problem of documents not being archived in your data stems from 4 particular receipts in your data (187, 2083, 2602 and 3398) having misc charges with a delivery note status, when all the items have been invoiced in full. These 4 receipts caused a total of 43 documents (your oldest 6 POs, 11 receipts and 26 invoice/adjustments) to be skipped on archiving.