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Allow set-up to have an option to PROHIBIT over payment of subcontracts and/or purchase orders.

Currently, there is a Warning message when an invoice entered exceeds a subcontract or purchase order amount. We would like the option to PROHIBIT an invoice from being entered that exceeds the committed amounts. (therefore requiring an change order or PO modification to be generated)

Steve Winesett
Sep 14 2015
Likely but not yet planned

ProContractor / AP - Vendors (Accounts Payable)

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Lisa Kilian commented

17 Oct 20:52

If we have a PO for 100,000 and then a deduct change order is entered for 20,000 the system will allow a payment of 100,000. The warnings are only on a per line basis not per contract amount. This is a serious flaw in the system

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Deleted User commented

November 06, 2015 15:07

The warning message that you mention is set up in the Accounts Payable Settings function.
There are 3 messages in this set up.
Warn if Cost > Budget
Warn if Invoiced Quantity > Ordered Quantity
Warn if Invoiced Quantity > Received Quantity
For each of these there is an option to Warn and Prevent Transaction. If you select this choice, during Enter Vendor Invoice a message will display indicating the user cannot continue with the transaction.
The option that it seems we need to add to the AP Settings and provide the 3 options is
Warn if Cost > Open Committed Cost

Would you agree?

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Allow set-up to have an option to PROHIBIT over payment of subcontracts and/or purchase orders.

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