A client purchases inventory from overseas. The vendor sends an invoice as soon as the boat sails, but the inventory doesn't arrive for 6 weeks. The invoice is not paid until after the inventory arrives.

An example - the PO is dated 7/5, the invoice is dated 7/31, and the inventory arrives on 9/15.

The client receives the inventory against the PO as an invoice, not as a delivery note, and they enter the actual receipt date on the Totals tab as 9/15, and the actual vendor document date of 7/31.

When they post the receipt and run PO dayend, the inventory shows up in Adagio Inventory with an 7/31 date, not the 9/15 date. This is throwing their inventory reconciliation off and is generally confusing the client.

Is there a better way to do this so the inventory is posted in Inventory with the actual receipt date and not the vendor document date? They would rather not have to train their staff to use a vendor document date that doesn't match the invoice.

Steve

Steve:

I believe that the vendor document date has been used since the dawn of time. I agree that the receipt date is the date that should be used but then with Adagio's data structure that would create a problem with what to do with the Debit entry from the invoice until the actual receipt date..

The workaround is to change the vendors invoice date to the receipt date.

Funny enough, the client just showed me a case (from March 2015) where the receipt date was used. Other than the timing, the circumstances are identical. I looked carefully and there is no other explanation.

So is there a setting somewhere that determines which date flows to Inventory - I have looked in PO Company Profile and didn't see it but maybe it's somewhere else. Or has something changed in the program since March 2015?

Doug - as I mentioned they would rather not change the vendor's invoice date. That would be an absolute last resort.

PS - I might add that they recently upgraded from PO 8.1D to PO 9.2B and IC 8.1E to 9.2A and these transactions were all entered using the older versions.

Steve:

If you used separate dates then how do you see the journal entry and reconciliation process working?

July 31
DR what? (Payables Clearing)
CR Payables Control

Sept 15
DR Inventory
CR Payables Clearing

If both the July and Sept entries go through Payables Clearing then Softrak would need to change the Outstanding Receipt Invoice List (the report that reconciles the balance (timing errors) in AP Clearing) to include both the uncleared DR & CR. I think tis would be a stretch.

Is a possible answer to do the receipt in two steps: 1) receive the goods in as a delivery note, using the Sep 15 date, and then 2) invoice the receipt using the Jul 31 date?

Steve

Steve:

I believe that would work to get the inventory dated correctly but I think you would still end up with a AP Clearing Balance problem, particularly crossing a year end. You could do a manual reconciliation but reconciling back dated transactions is never easy.