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On some occasions, the PO cannot be created until after an invoice is received. Additionally, there are many occasions when we need to modify or revise a PO, causing the revision date to change, but we're prevented from entering an invoice because it "pre-dates" the PO creation. The work around is to use a date after the PO was created, which in turn, does not align with the actual invoice date.
Jason Marzetti
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Thank you for the information. There is a change coming in the 3.5 release (scheduled for distribution the end of October) that I think will help with this.
We will allow the Revision Date field to be editable when you are going into the PO to make changes. This date will default to the last revision date entered and can not be older than the original purchase order date.
Here is the text from our release notes : On the Enter Purchase Order screen, the Revision Date field is now editable at all times, even when making a change to a current revision. If you are creating all new line items in the purchase order, the
revision date can be set to a date that is greater than the original revision date. If you are modifying existing line items in the purchase order, the revision date can be set to a date that is greater than the date of the original revision and any invoice revisions.
The majority of the scenarios we encounter pertain to modifying or revising the PO after we receive the invoice. Scenarios would include price increase/decrease, quantity increase/decrease, shipping/freight/delivery charges that are unknown until the product is actually shipped and we receive the invoice and, the most common, we do not always know the exact price (ex. a Time and Material Purchase Order). We will enter an estimated value in the PO. When we receive the invoice, we adjust the PO accordingly which results in the PO date being after the invoice date. The nature of the work that we perform results in these scenarios occurring frequently.
Could you provide the scenarios that occur in your business that would prevent or not warrant the creation of the purchase order record at the time you have ordered the materials, where you need to wait until the actual invoice has been received? In these situations are you receiving the invoice at the same time you are receiving the materials? My experience has been that the commitment for the purchase happens at an earlier date than I am actually receiving or being invoiced for the materials. The exception I have seen to this is when I am purchasing things directly from a supply house and am physically picking up the materials and receiving the invoice at the same time. Any additional comments you could provide would be appreciated.