I have received an item in P/O with a date receipt date in December and a vendor document date in November. The p/o states a receipt date of December but the inventory item and GL show a receipt date of November. Anyone seen this "error". Is the receipt posted based on the vendor document date?

Hi Doug,

The Vendor Document Date on the Receipt is the date used for the GL Transaction Batch and the IC Transaction History.

The only 'receipt date' stored on the purchase order transaction itself is the Expected Receipt Date, which has no influence on 'real' receipt dates. If you meant something else, please clarify your comment that 'the p/o states a receipt date of December'.

It is possible to have a 'Document Date' on the Receipt Header tab different than the Vendor Document Date on the Totals tab, if you override the Vendor Document Date. If you ever change the Document Date on the Receipt Header, this automatically updates both the 'Actual Receipt Date' and 'Vendor Document Date' on the Totals tab. In case this is relevant to your question.

I don't believe there is an "error" here.

I do see that this is confusing. There are two date fields on the Total Tab and one is the Actual Receipt Date and the other one is the Vendor Document Date. The help states that the Vendor Document date is the Packing Slip or the invoice date and it will be used to calculate the Due Date and the Discount date.

However, it doesn't mean that your transactions should be posted with the Vendor Date, and makes things worst when there is a Fiscal Year change between those dates.

If you do a Receipt to a delivery note with the actual receipt date and then, an invoice with the Vendor date, the amount adjusted on the invoice will be posted with the Vendor document date not with the actual receipt date in Inventory.

Therefore, if we follow the field name and the help, we could assume that this date is not used to post any transactions but just to calculate the due date based on terms and the actual receipt date will be used to post the receipt and the AP, GL transactions too.

However, we need to enter the actual receipt date on the Vendor Document date to have the proper transaction date. I also think this is an error.

I have been hot about this issue for quite awhile. Here's an example:

http://ftp.softrak.com/ubbthreads/ubbthreads.php/topics/51180/Re_PO_9_2B_160818_Date_issues

Steve

Why do we need to use the Vendor date for any posting date? Except for calculating the due date, I don't think we have to post it on GL, IC or AP as the goods are not received yet. You still could do an advance payment if necessary. If a vendor takes 2 months to send the invoice and the year is already closed, the invoice is just an accrual and it will be posted in the next year. Therefore, the vendor document date is not important for posting the transaction and should not be used.

I totally agree. Good luck trying to convince Softrak to change the logic of the program, though.

The Vendor Document Date on the Receipt is used for both the GL transactions and recording the receipt in Inventory. The dates must be the same if a back-dated inventory valuation report is going to have any chance of agreeing to the balance in the gl.

I think, the date used for that purpose should be the Actual Receipt date or the document date but not the Vendor Date. The Vendor date, should not be use for any report or posting. If the vendor document date is before or after the receipt, the actual receipt date also should be used to put the date that should show up on AP. The vendor date should be used only to calculate the due date as the Help states.

Again, I absolutely agree with Patricia. Please, please, Softrak, change this!

Adagio is generally so logical that it pains me when there is such a glaring flaw.

We can change the help without having to do too much programming and QA....

Hi, all,

The Help has been updated with more detail on how the field is used in PO, IC and GL.

It will go out with the next release of PO.

Agree absolutely with Steve and Patricia. The physical date of inventory receipt should be used in both the GL and IC. The Vendor Invoice Date can be quite arbitrary, as this string's example and Steve's from September so aptly point out. Any auditor would confirm that the physical receipt date of inventory is the correct choice to pass to the GL and IC.

A related but separate impact of this flaw is reconciling of the GL's AP clearing account. One client uses delivery notes for Receipt, followed by Vendor Invoices passed to AP. The PO Outstanding Receipt Invoice List does not give the correct information at a period end cutoff. This report seems to take the 'Transaction Date' (as listed on the Data Flow tab of the Receipt) from the PO Invoice/Adj rather than the Vendor Document Date of that transaction to determine what to report. In the case of back-dated and/or future-dated vendor invoices, the resulting report is useless to tie to the GL value of the AP clearing account. This causes hours of manual reconciliation for this client. I would be happy to provide Softrak with more detail on this if it would assist in a resolution.

Revising the Help is not addressing the flaw; please Softrak - reprogram to use the actual receipt date of inventory rather than Vendor Invoice Date.

Many thanks in advance,
Anne