Hi @lubos, when I create a debit note from a purchase order it is not deducted from the total amount of the purchase order. As a result, the invoiced amount and the status of the purchase order are incorrect. I think it should be possible to link a debit note to a purchase order in the same way as when copying to a purchase invoice.
Desktop 21.11.96
A purchase order is not a transactional document (does not affect the accounts). If you want to correct a Purchase order, issue a Revised (edited) Purchase order.
I do not want to correct a purchase order, but a purchase invoice and the correct display of the total amount and status, just like with a normal purchase invoice.
@Frankie I think I get you now. I agree the user should at least have the option to let a Debit Note change the Invoiced Amount in the Purchase Order tab. Why? Because a Debit Note reverses or adjusts a purchase invoice and this must be reflected anywhere the invoice is reported even in the Order Tabs.
A similar thing was discussed for Sales Orders.
@lubos, How about allowing us to pick an order number on Credit and Debit notes in order to see the changes in the Order tabs? I’m well aware that this will not be a simple task.
@Frankie This is on purpose. Mostly because purchase order is tracking that order has been invoiced and leaves it at that. If debit notes would be included, then order could be saying it has been only partially invoiced due to debit note and that would not be correct.
But you are welcome to present your use-case why you think debit note should be deducted from invoiced amount on order.
Hi @lubos,
I think there should be four options for the status of a purchase order, namely, not invoiced, too little, too much and the correct amount.
If you copy the purchase order to a purchase invoice and the invoice amount differs from the quoted amount, you should normally still enter the invoiced amount.
I think it should work like this
If no purchase invoice has been received yet - status uninvoiced.
If the purchase invoice is too high or too low but we agree, we adjust the purchase order amount, problem solved - status invoiced.
If the purchase invoice is too high and we do not agree with it, we usually receive a credit note. Enter as a debit note and the overcharged amount should corrected, problem solved - status invoiced.
As long as the purchase invoice amount differs from the quoted amount, the status would be under/overpaid.
In this way, because you can create multiple purchase invoices and debit notes from the sales order (copy to), when you click on the invoiced amount in the purchase order overview you can see all purchase invoices and debit notes that belong to that purchase order.
I hope my explanation is a bit clear otherwise let me know.
This sounds horrendously complex as a status monitoring approach for records (purchase orders) that have no financial impact. Further, unlike sales orders—over which the business has control—purchase orders are very often sent “in the blind” without firm information on what the final price will be. In other words, they are often sent as “this is what I want, please send it to me and let me know what it costs.”
You make it sound like you have a choice. You should always enter the invoiced amount. You have no basis for doing anything else unless there was literally a mistake that must be fixed before you can accept the incoming sales invoice.
I don’t see why. Because the numbers are correct or because you can immediately see whether there are deviations from the agreed price? The status can also remain the same (not received, correct, incorrect or whatever names). What’s complicated about that.
They are also often used to check whether the incoming invoice corresponds to the agreed price.
Of course, I’m sorry if I didn’t explain that clearly.
The point is that a -Copy to new debit note- is not displayed in the overview (when clicking Purchase Order - Invoiced amount), while the purchase invoices created with -Copy to new purchase invoice- are. In this way it is difficult to track a corresponding debit note.
My opinion is that (when clicking Purchase Order - Invoiced amount) both credit and debit notes of a purchase order should be displayed.