Before you can invoice the customer or pay the vendor, you must reconcile the products received to the vendor's invoice. You enter the information from the vendor's invoice on the A/P Entry window, select the lot item order generation, and then use the A/P Open Lot Item window to enter the amount the vendor invoiced for the products. If the order was entered using the material detail pricing method, the Lot Item Material Detail window displays instead. If prices or costs do not match, you can change them. The shipment is marked as Hold or Release, depending on a generation's hold or release status. After you reconcile the lot item shipment, the system processes the customer order for invoicing.
Complete the following steps to reconcile a lot item shipment:
Match a vendor shipment to an invoice:
1. From the A/P menu, select A/P Entry to display the A/P Entry window.
2. Complete the initial fields, as needed.
Field Description
PostDate Enter the date the invoice posts to the general ledger.
A/P Branch (Required) Enter the branch that sold the lot items
Batch ID Enter a number that identifies the batch, if needed. (Optional).
Vendor (Required) Enter the vendor who shipped the lot item materials to the customer.
Enter a partial name to select from a list, or enter the sales order identifier.
3. At the prompt, select New to create a new payable. All unpaid purchase order amounts for the vendor are listed.
4. Use the information on the vendor's invoice to complete the following fields:
Field Description
Invoice Date Enter the date the vendor sent the invoice.
Invoice # Enter the number that identifies the vendor's invoice.
Invoice Amount Enter the amount the vendor billed your company for the shipped items.
5. Review or edit the fields, as needed:
Field Description
Remit To Displays the address of the entity that will receive the payment. (View Only) Payment Terms Enter a code used to calculate the payment due date.
Batch ID Enter the system-assigned number used to identify the payment.
Freight Amount Enter the amount of the payment due for freight charges.
Tax Amount Enter the amount of the payment due for tax.
Due Date Enter the date by which payment must be made to be considered on time.
Pay Date Enter the date by which payment must be made to receive a discount, if any.
© 2011 Epicor Software Corporation. All rights reserved. 37
Field Description
Deduction Amount Displays the amount deducted from the payment for taxes. Used only if the customer has not supplied you with their tax ID by the time the order was processed. (View Only)
Discount Amount The amount deducted from the payment for early payment or bulk orders, if applicable.
Approved Identifies whether the invoice is approved for payment. The value is No until the value in the Difference Amount field becomes zero, at which time the value automatically changes to Yes. This value must be Yes to generate a check to pay the invoice.
Note: If the payment made is greater than the cost of the lot order, the system sets this status to No.
Received Amount Displays the amount you entered in the Invoice Amount field. (View Only) P/O Received Displays the amount entered on the purchase order.
G/L Received Displays the amount recorded in the general ledger for the order generation to date.
Difference Displays the amount that still needs to be reconciled.
6. Click the Purchase Orders tab to display the Purchase Order view.
7. In the PO # column, navigate to the lot item order generation and press the Spacebar to do one of the following:
If material detail pricing is...
The...
enabled Lot Item Material Detail window displays. Rreview and edit material or shipment details.
disabled A/P Open Lot Item window displays. Reconcile the open lot item.
Review and edit material or shipment details:
1. On the Lot Item Material Detail window, verify that the total unit cost equals the amount on the vendor's invoice.
2. Do one of the following:
If the totals... Then...
match click OK to display the A/P Open Lot Item window.
do not match continue with the next step.
3. Select the order generation. Compare the vendor invoice to the listed material costs.
4. From the Edit menu, select Change Shipment to display the shipment information.
5. Verify that the product's shipment quantity and unit cost match the invoice amounts. If not, schedule the missing items for shipment to transfer them to other generations.
invoice amount, click OK to display the A/P Open Lot Item window.
Reconcile an open lot item:
1. In the A/P Open Lot Item window, review and update the fields, as needed.
Field Description
Customer (View Only) The customer's name as displayed on the sales order.
Lot Item Description (View Only) A description of the lot item from the sales order.
Material Detail Pricing
(View Only) Indicates whether Material Detail Pricing is enabled.
Order ID (View Only) The sales order number.
Advance Billing Factor
(View Only) A multiplier used for customer advance billing calculation.
Break Point % (View Only) The percentage of vendor billing when the customer billing rate changes.
Reconcile Ship Date Edit the ship date of the order generation being reconciled, by the following:
1. From the File menu, select Material Detail display the Lot Item Material Detail window.
2. From the Edit menu, select Change Shipment select the date from the list.
Lot Price (View Only) Total customer price for the entire lot item.
Lot Cost (View Only) Total vendor cost for the entire lot item
Open Price* (View Only) Total remaining (open) lot price, before reconciling.
Open Cost* (View Only) Total remaining (open) lot cost, before reconciling.
A/R Billed To change the billing amount, enter any amount that does not exceed the open price. If you round the amount, for example, an asterisk (*) indicates that the system has overridden the amount. To clear an override, press the Spacebar.
© 2011 Epicor Software Corporation. All rights reserved. 39
Field Description
A/P Billed Do one of the following:
• Enter the amount of the vendor invoice you are reconciling for payment.
The system warns you if the amount is greater than the open cost. Select one of the following to continue:
• Match Open Cost - Adds the order to the P/O Variance Queue with a cost variance.
• Accept Vendor Amount - Overrides the error and takes the overpayment.
• Cancel - Returns you to the A/P Open Lot Item window.
• Leave the field blank to un-reconcile your initial selections. .
• From the Edit menu, select Material Detail display the Lot Item Material Detail window. Enter the material detail prices and costs from the vendor's invoice. When you click OK, you can copy the extended totals of the material detail prices and costs into the A/R Billed and A/P Billed fields.
Note: If you enter an amount in the A/P Billed field and then change amounts on the Lot Item Material Detail window, the system prompts you to decide whether to replace the A/P billed amount with the material detail total.
Material Detail Needed
Select to add the order to the P/O Variance Queue to resolve a quantity variance.
* Updates when you return to A/P Entry.
2. From the File menu, select Exit and click Yes to save your changes and return to the A/P Entry window .
If the lot item has no other open ship date generations and the lot price or lot cost are not billed in full, the system prompts you to schedule a backorder shipment.
Note: On the Lot Item Status window, the system updates the A/R Billed field to show the total amount of customer invoices and the A/P Billed field to show the total amount reconciled for payment to the vendor.
3. Verify that the amount in the Invoice Amount field equals the amount in the P/O Received field.
If it does, the Difference Amount field should be zero, and the invoice approved for payment.
4. If the value in the Approved field is Yes, the system processes the transaction and sends the customer invoice to the print queue. The invoice will print with the next print cycle. If the value is No, then select the account to which to post the unreconciled amount.
5. Address lot-billing variances using the P/O Variance Queue.
6. Save your changes and exit the window.