| 1. How To ..... for PO Receipt Reconciliation |
| 1.1. Find a PO Reconciliation Record | ||||||||||
The following screen will be displayed:
Depress the Find Record action icon.
Once the Find Process is completed, the applicable data will be displayed. NOTE: The Edit button will only be available if the PO Receipt has NOT been transferred to AP.
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| 1.2. Add a PO Reconciliation Record | ||||||||||||||||
Enter the SQLMANEX.EXE (within the ManEx root directory) The following screen will be displayed:
Depress the Add Record action icon. The following screen will be displayed: Select the Find by radio button; Supplier Name, PO Number or Supplier PL No. If you select by Supplier Name, a list of Suppliers will be displayed. Once the desired Supplier is selected, a further selection screen will be displayed. Highlight and double click on the desired Receiving No. If you decide to search by PO Number or Supplier PL No., type the PO Number or Supplier PL into the red box. The following screen will be displayed with the PO Receipt data:
Enter in the Invoice Number and Invoice Date. If desired, a different Transaction Date and/or Received Date may be entered.
If there is Freight or Freight Tax associated with the invoice, enter the amount into the field.
Enter in the GL NUMBER or search by depressing the down arrow next to the field. The following selection screen will be displayed: Depress the arrow next to the Find By field. Select either Find By Account Type or Account Numbers.
If you selected by Account Type, the following listing will be displayed, once you’ve depressed the down arrow next to the GL Type field: Scroll up or down until the appropriate range is found.
Then depress the down arrow next to the Account Numbers field. The following selection for the posting account will be displayed: You may change the payment terms or the due date, as desired. If you wish to add a note regarding this Supplier Invoice, depress the Note button. Depress the Edit button. Enter in the note. Depress the Save button. Depress the Exit button. If any portion of the Invoice is subject to tax, enter the tax percentage in the Tax % box. The user may change the FOB or Ship Via fields by depressing on the applicable down arrow and making a new selection.
Once a line item is highlighted in the lower section, information regarding DMR, Original Order Quantity, etc. will appear, as follows:
All of the line items on the PO which have been accepted will appear in the lower section. Note: The user will not be able to overpay an invoice. Only those quantities which have been ACCEPTED in PO Receiving will forward. The user may toggle on the Yes/No to reconcile. The user may change the Price Each. If the line item is subject to tax, check that box.
If there is a miscellaneous item associated with the invoice which was not included in the PO, the user may depress the Add Misc Item button at the bottom of the screen. Enter in the description of the item, the pricing, whether or not subject to tax, the accepted quantity and type in or select the GL Number. Entering Negative Amounts Note: The user may enter a NEGATIVE amount within this screen. Say to record a Coupon or something of that nature. The user should NOT record an early payment discount here as that is handled by the Payment Scheduling module.
Depress the Add Miscellaneous Item button. Enter in the description. Enter in the price, as a negative amount. Enter in the accepted quantity as 1. Enter in or select the General Ledger account number. Once all is completed, depress the Save record action button at the top of the screen.
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| 1.3. Edit a PO Reconciliation Record | ||||
The following screen will be displayed:  Select the record to edit using the Open/Find a record button. Once the Find Process is completed, the applicable data will appear. NOTE: The Edit button will only be available if the PO Receipt has NOT been transferred to AP. All editing for Purchase Order Invoices already transferred to the Accounts Payable MUST be edited in the Manual Invoicing module. |
| 1.4. Transfer an PO Reconciled PO Receipt to A/P |
Transfer Reconciled PO's to Accounts Payable
The following screen lists all of the Reconciled PO Receipts, which have NOT been transferred into Accounting Payable.
 Toggle on the Yes/No column if desired, or depress the Select All button.  Once all selections are made and you are ready to perform the transfer, depress the "Transfer Selected items to Accounts Payable" button, user will be prompted to enter a password. The items on the list will be transferred and saved one at a time, if one or more will fail you will receive a prompt asking if you want to continue with the rest. Note: The Reconciled Invoices can NOT be scheduled for payment unless they are TRANSFERRED. |
| 1.5. Attach a Related Document |
Find an existing PO Reconciliation Record, or Add a new PO Reconciliation record. Depress the The following screen will appear:
Depress the Add record icon, enter in a Document Number, REV, Doc Description, Doc Date, Doc Note; To load a document double click in the PDF File field and the following screen will appear:
Depress the Load Document button and the following screen will appear: The PDF screen will allow you to load almost any type of document; (Word, Excel, pdf, Images, etc .... )
Locate the document and double click on it and the document will populate screen.
Depress the Save record icon to save or depress the Abandon changes icon to abandon changes. The following screen will appear:
Depress the Save record icon to save or depress the Abandon changes icon to abandon changes. Once documents are saved the "View PO Reconciliation Related Documentation" button will display in Red.
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