GRNI Cleanup

Question

Subject: Assistance Needed on GRNI Issue

Hi there,

I am currently addressing an issue where multiple purchase orders (POs) were received but were paid through cost invoices. The receipts were not matched, which is why they are appearing in the Goods Receipt Not Invoiced (GRNI) report.

If the receipts are returned, it will impact the inventory. However, if they are matched and approved, it will create an open entry in Accounts Payable (AP) and potentially double the control account amount since the payments were already made via cost invoices.

What would be the best way to handle this situation?

Thank you!

D_Cope · Answer

Hi Amandeep,

The way I normally resolve this type of issue is to create a "dummy" purchase invoice with a value of zero to match the receipts against. Please see steps below:

* Create the "dummy" purchase invoice with zero value. Invoice has status registered and is balanced
* Match the receipts for the supplier that you want to write off to the invoice. Invoice has status matched, but is imbalanced for the value of the receipts
* Add one or more credit additional cost transactions that match the value of the receipts. Invoice has status matched and is balanced.
* Approve and finalize the invoice. The receipts are consumed, the zero value invoice is created and immediately marked as 'fully paid' as it's balance is zero.

If you follow this process, the GRN balance is effectively written off the ledger account(s) you specify on the additional cost transactions.

I hope this helps, let me know if you need me to clarify anything.

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