Clearing the Received Not Invoiced report for direct payments

Adapted from the Leahy Consulting procedure "How to clear the Macola® Received Not Invoiced report for direct pay", January 2005.

Some invoices get paid directly rather than matched against a purchase order. The quantity and value stay on the Received Not Invoiced report until something clears them, and the report gets harder to read every month.

If every line on the order has been received and paid, close the whole order by changing the header status to C. You will probably need a correcting journal entry to relieve the receiving accrual account.

The rest of this page is for the other case: some lines on the order were paid directly and have to come off the report, while the order itself stays open.

Cancel the affected lines

1. Open the purchase order and locate the line number to cancel.

1 2 3

1. Line No. — the line you are cancelling. Repeat the whole procedure for every line that was paid directly.
2. Qty Order — the field to change. Set it to zero and press Tab.
3. Asset, Accrual, PPV Cost and PPV Qty accounts — captured onto the line when the order was created. They are what the cancellation reverses against.

The Line Item screen. Setting Qty Order to zero is what takes the line off the Received Not Invoiced report.

1. Change Qty Order to zero and press Tab.

2. Macola® asks Line Already Printed - Do You Wish To Cancel? Click Yes.

Answer Yes — the line has been printed, and cancelling it is the point.

1. Macola® asks Is Cancellation Due To Vendor Negligence? Click No. The vendor did nothing wrong; the invoice was simply paid outside the matching process, and answering Yes distorts your vendor performance statistics.

Answer No. This flag feeds vendor performance reporting.

1. Macola® confirms Line Item Marked For Cancellation. Click OK.

The line is marked. Nothing has been written yet — printing the order commits it.

1. Repeat for every line paid directly without matching to a purchase order number.

Finish the job

1. Print the purchase order to file.
2. Re-run the Received Not Invoiced report. The quantity and value not invoiced should now be correct.

A partly received line needs a replacement line

If part of a line was received and paid, and you still expect the rest, you must still cancel the line as above — and add a new line to the purchase order for the quantity you are still waiting on. Cancelling alone loses the outstanding quantity.

Adding the replacement line: same item, same accounts, only the quantity you are still expecting.

Tip

Next step. Lines that were fully received and invoiced should be closed rather than cancelled — see Closing and purging a range of purchase orders, which also covers clearing the on-order quantities that closed orders leave behind.

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