Reconciling invoices is a multi-step process. It includes tasks to be completed to ensure invoices match the original PO. the equipment/service has been received, and that all equipment related to the invoice is functional.
1. When an invoice is received, it is first stamped with the current date.
2. The following steps will use both GP and the PO Tool to reconcile the invoice against the original PO.
3. Log in to the GP Server.
4. Log in to the Dynamics GP application.
5.Once logged in to the application, click Enter Purchase Orders.
NOTE: If the link is not displayed, go to Transactions >> Purchasing >> Enter Purchase Orders.
6. In the Purchase Order Entry screen, enter the number of the PO to modify in the PO Number field. Hit the TAB key on your keyboard to pull up the PO details.
*NOTE: Make sure to use the TAB key and nothing else.
7. Ensure that each line item in the invoice matches up with a line item in the original PO.
8. Ensure that the total amount of the invoice also matches the total amount of the original PO.
NOTE: If there is a discrepancy between the invoice amount and the original PO, it will need to further be investigated.*
9. Minimize the GP window(s) and double click the PO Management icon on the desktop.
10. In the Main Menu screen, click the Purchasing button.
11. In the Purchasing screen, click the PO Management button.
12. Enter the site the invoice was for in the Find Site window in the upper left hand corner.
NOTE: Sites must be entered in the format of ExhitiborAbbreviation-SiteCode. For instance, EX1-1234.
13. A list of all PO's and their associated dates will be displayed. Click the View AMS Actual Deployed button at bottom of the screen.
14. Use the AMS Deployed System View window to verify that the actual auditorium(s) the invoice is referencing are listed as Active in the Status column. For hardware invoices, Serial Numbers are also matched.
NOTE: If the assets are not listed as Active, the associated Project Manager will need to further investigate.
15. Once verified, go to File and Exit to close out of the PO Tool.
16. Bring the GP Purchase Order Entry window back up and click the Date Detail button.
17. Fill in the Invoice Date field.
18. Fill in the Title Transfer Date field.
19. Click OK when done.
NOTE: The Invoice Date will be the date the Vendor listed on the invoice.
NOTE: The Title Transfer Date will vary based on the contract with the particular vendor.
20. Click the Save button to save the new dates that were entered.
21. On all hard copies of the invoices, add an Approved stamp with a place for managerial approval.
22. Repeat the process as needed until all invoices have been reconciled.
23. Print a copy of each PO to match to the invoice.
24. Submit all reconciled and stamped invoices, and their associated PO's, to Operations management for final approval.
