Distribution, Manufacturing, and Internet Modules

[Kerry]

Ok fellow Sagers, you've been helpful to me in the past, I can only hope you give me some insights into this situation...

We are on MAS200 ver 4.3.  We have some vendors which are strictly prepay because they are manufacturers in China.  When we order from them, they want 15% of the Puchase Order payment in advance before they will start on the order.  When they finish each part of the purchase order, they want the remaining 85% payment of what is being shipped before they will ship it.  So in a simplified example, we have an order for $12,608.  The purchase order has 3 line items.  First line item is $2085, second is $6255, and third is $4628.  To start the Purchase order, we send 15% or $1891.20.  When the first line item is finished, we send them $1772.25 which is the first line item minus 15%.  The same goes for the other 2 line items when they are each finished.  

Question:  If we are doing Receipt of Invoice with Purchasing, how can we do all this?  Keep in mind that the actual receipt of goods does not occur until their arrival at our warehouse which is weeks later after the payment.  I've read about the Payable Deposit account, but can't seem to make it work or reflect on the Total panel of the Receipt of Goods/Invoice.

Thanks for any advice or help..

Kerry

[DFeller]

This is done through a manual check entry to a payable deposit GL account, or in 4.40 you can record this as a wire transfer then put that on the "prepaid" in the purchase order itself.  You can either do this on the totals tab, or if you want to record separate entries, you can use MISC codes on the lines in receipt of invoice entry.

Dawn

[Kerry]

The process is a bit vague.  We get the Invoice for the goods needing to be shipped.  We can not enter Receipt of goods because they are not here.  We can not do a manual check without an Invoice, so do we enter the Receipt of Invoice before the Reciept of Goods so that Manual Checks can do the wire transfer on the Invoice?  If you do, then can you do Receipt of Goods on a Purchase Order that is already invoiced and will it remove it from the Purchasing Clearing account?

Thanks,

Kerry

[DFeller]

Who said you cannot do a manual check without an invoice?

Dawn

[Kerry]

Well, you enter the Manual Check number, then the amount .. next you go to the Lines panel and it asks for INVOICE.  if you don't have an Invoice, you are out of balance.   Is there another way?

Kerry

[Heather · Accepted solution]

When on the lines tab, you do a GL distribution.  There's a button to call it up.  Post against your pre-paid purchase orders GL account. 

As to your other question, yes you can do a receipt of invoice first & then later do the receipt of goods and everything will balance out correctly in your purchases clearing account.

[Jmas]

That means you need to create auto generate invoices when you do Manual check entry 

Also you create another invoice when do receipt of invoice. Would it be duplicate invoices?

How can you eliminate one of the invoices?

Thanks

[Heather]

Jmas --

If you are using the pre-payment process (where you cut a manual check against a gl account and then put the check number on the PO totals screen), then yes, when all is said and done you will see two invoices in the vendor file for the one purchase.  That's just how it works.  You don't need to eliminate either invoice.