There can be many reasons for the 3 way mismatch, depending on how you do
vendor returns, how good your costs maintenance is, if you have duplicated
entries, unit of measure errors, etc.
In earlier version BPCS, depending on your system parameters, PO is created
using standard cost, which PO person may adjust to expected cost.
Standard cost (as it then exists in CMF, not PO copy) is used by "U"
transaction in receiving inventory vs. suspense account (unvouchered debt)
to put items in PUR210 list that are not yet reconciled through payables.
We altered ITE/GL to put this into "UP" journal with detail tracking
item-vendor-PO, and modified GLD Journal Listing to show vendor name, to
help auditors back track.
Actual cost of vendor invoice is used with "C" transaction in inventory
history audit trail, suspense account vs. payables, with difference
(standard as it then exists vs. actual on invoice times quantity) to a
material cost deviation account. We also altered here what goes into GL to
include item-vendor-PO detail, and modified GLJ list to show vendor name.
You see we have had problems with vendors invoices mismatch their paperwork,
so we want details to help later reconciliation efforts.
Sometimes there is a unit of measure error in processing vendor invoice.
You usually can spot those, when the actual standard differ by like 10 times
or 100 times each other.
For new items, there can be a delay in entering standard cost, or updating
standard cost. Where this happens in the flow of PO creation, U receiving,
invoice posting, can have different effects messing up PUR210 story, which
GL accounts.
Suppose after "U" a PO is now coded completely received, but we find an
error that must be returned to vendor. BPCS will not let us credit the PO,
so we have to do some other transaction (RV in our case). We can end up
paying the vendor for receipt of product that was actually returned.
I did a modification forensic analysis software, where I copied "U" activity
into a summary work file ... what have we received by item PO vendor,
include date quantity standard cost in the "U" (not what CMF now has) ...
and same deal with "C" ... what paid for, same kind of info ... then I did
series of comparisons to locate what one place but not the other (mismatch
events) and where item PO vendor match, but quantity and cost don't. By
this means I found a heck of a lot of disparities in what happening that
fall outside what people expect who think they understand the system.
Do you ever have end users whose connection to BPCS goes down due to a PC
problem, while they are in middle of doing some update, then after PC
problem resolved, they return to what they were doing, except recovery of
crashed BPCS job not come to attention of IT dept, so some of their entry
work either goes into the system twice, or something gets dropped? This is
yet another place where we can corrupt our data.
-
Al Mac
Retirement begins, with EOM wrap-up, and transition.
-----Original Message-----
From: bpcs-l-bounces+macwheel99=wowway.com@xxxxxxxxxxxx
[mailto:bpcs-l-bounces+macwheel99=wowway.com@xxxxxxxxxxxx] On Behalf Of
Isaac Antwi
Sent: Tuesday, November 03, 2009 2:33 AM
To: bpcs-l@xxxxxxxxxxxx
Subject: [BPCS-L] BPCS 8.3.1 - Goods Receipts not invoiced
Dear All,
I am trying to find a very simple way of determining receipts that have not
being invoiced (costed). I have always relied on the Purchase Order file
(HPO) but the figure I get does not reconcile with the figure in general
ledger. Currently, when we receive into stock we debit stock and credit a
suspense account and when we invoice we debit the suspense account and
credit the creditors.
If there is no other way of getting my report to reconcile with the suspense
account, is there a way to configure BPCS (CEA) so that when we process
receipts it debits stock and credits creditors directly. In that case too
how do I get the value for goods that have been received but not invoiced.
Thanks,
Isaac.
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