Today I noticed on the 24.1.4 build that a reference check is in place for duplicate entries on Purchase Invoices. I enter the PI number of the supplier in this field (which is the purpose of it I was convinced).
The duplicate two warnings that appeared was for one set of invoices correct. I made an error when duplicating the invoice. So the warning seems to be working.
But for the second warning the coincidence was that two different suppliers had used the same invoice number. I think the check should be on the combination Supplier/Reference instead on Reference alone. I solved it by placing an extra 0 before the number as a work around.
I see a problem accuring when people are using this field for other purposes then the PI number. But the relevance of the duplicate check is that it is to prevent duplicate entry of PI’s. The most logical use of the field would be the PI number in my opinion.
How do you use the reference field on the purchase invoice? And are you satisfied with the current reference check?
We use auto number to ensure that each reference number is unique as intended. Note that it is not common practice to use a Supplier’s Reference as your own Purchase Invoice Reference. The reference check also works as intended.
I agree with checking based on the Supplier Name and Invoice Number for Purchase Invoice, although it is rare for the same number to come from different suppliers, because generally they use different numbering formats.
Some businesses use references from Invoice Numbers received from Suppliers. This makes it easier for us to find invoices according to the debt list sent by the supplier.
I agree because the supplier ledger is where the reference check is most important and useful.
The reference check will identify if a purchase invoice has been entered twice and avoid the possibility of paying for the invoice twice.
The suggested remedy for the current reference check set-up of appending a character to the reference number negates the effect of the reference number check as the same invoice entered at a later date will not be identified.
This is why the reference check needs to use a combination of Supplier/Reference in the supplier ledger.