With the most recent upgrade of PO 8.1B, the
option to disable interfacing with Adagio Payables is no longer available. For whatever reason we never interfaced with Payables in the old version, and I would like to find out how best set this up.
Currently the company profile setting is to default document type to delivery note, we receive goods, and always leave several $0 additional lines of Misc charges, in order to add freight/customs costs etc to the receipt once they are available (usually within 1-2 weeks). If I change the profile setting to default to invoice, will it still allow me to go into the receipt and add the freight charges as I have been doing, or is there some other way to enter the freight charges? The $0 lines method used to ensure that the cost of the shipping was evenly distributed over the items received on that po, and that is what we would like to continue. Can anyone advise the best company profile settings to use in this situation? My module versions are below for PO & AP.

Thank you,

Kristin

Adagio Payables; Version: 8.1E (130131)
Purchase Orders For Adagio; Version: 8.1B (110325) Legacy

Hi Kristin,
You should keep your default settings as delivery nots and $0 line of misc charges. That is a good way to handle your existing processing in the POA 8.1B and in the new PO module upgrade.

When you enable the interface into Adagio Purchase Orders into AP, the delivery receipt will continue to create an Accrued Liability Entry in the GL to offset the Inventory Costs of processing the receipt. That will not change. These entries continue to be generated with your PO End of Day processing.

When you enable the interface to Payables, this means that instead of entering the vendor invoice directly into Payables, you enter the vendor invoice into PO's as an Adjustment/Invoice. It's a different prompt (at the top of your screen) from PO/Receipts but you can select receipt to match it to, by selecting either the PO or your Receipt number (sometime written on your receiving document), if you select Adjustments.

The Invoice function allows you to adjust the receipt $value, and works the same as you have always done, except when prompted whether to complete the receipt, you will wait until you have received the rest of the freight and customs doc's before completing the receipt. Taxes are only calculated when invoicing, and similarly, you can add misc charges pertaingin to the primary vendor, say for situations of prepaid/billed freight by your vendor that were not added on the original PO or receipt.

The PO end of day, will automatically reverse the accrued payable (receipts) entry and transfer the Vendor Invoice details to Payables when you run the End of Day processing in PO's. In other words, the process with reverse the Receipt entry created in an Accrued Liability Entry in the GL and create a credit entry to Accounts Payable control.

When we saw POA installed in the past, a number of sites dit not link AP and PO's together. But when you see how much work this saves, and how it works as you would expect, it's easy to start up. You may need to adjust your security settings for staff that may need access to PO processing, but a simple change.

As soon as you start entering vendor invoices into Purchase Orders, you will be able to see the matched entries coming into receipt clearing and exiting when you post the batch from PO End of Day in AP.

The bottom line is that the only change required to your noted processing, going forward, is entering your vendor invoices in PO's as invoices, instead of entering in Payables.

Call your Adagio consultant if you need more details.

Best,
Brian

Thanks very much for the information Brian!
A few related questions:
1) When we receive goods (as delivery note) at the end of the month(period) and the charges don't come through (invoice is not created) until the beginning of the next month, how is that handled?
2) What is the best way to get visibility of upcoming payables when the delivery note is created? Is there a way in the system to show this before receipt, or would it be manually giving accounting copies of the receipt to the bookeeper?
3) We have many po's that are partially received several times. Can an invoiced po still be edited later to create additional delivery notes and invoices?
4) Do you offer user support and training on PO, or can you recommend someone who is very good with PO and patient with those of us who know very little about it? We are interested in setting up training.
Thanks!