Customization DS1238
PO Invoice Non-IV Item Lookup
Problem Definition:
ACME imports PO Receipts (Shipments) without a Purchase Order. The PO Receipts are for non-inventory items. When they enter the PO Invoice, because there is not a Purchase Order, the Receipts are not available in the Auto-Invoice window. The Item Lookup on the main PO invoice window does not have an option to display the non-inventory items from the receipts, so users must manually key in the Item Number, Quantity, Cost, etc. to enter the invoice.
ACME would like to search from the PO Invoice Entry window and look up non-inventory items that have been received that have an un-invoiced (unmatched) quantity and be able to select an item from the lookup.
Design Features:
On the Purchasing Invoice Entry window, if the PO Number field is blank and user clicks the Item Number Lookup button, the Non-Inventory Item Lookup will open instead of the regular Item Number Lookup.
The Non-IV Item Lookup will show non-inventory Items from posted PO Receipts that have an un-invoiced quantity.
| Field | Function |
| Vendor Doc Num | Enter a Vendor Document Number, or portion thereof, then tab out of the field to perform a “Contains” search on the Doc Number column. Clear the field to refresh the display to show all Items. |
| Item Number | Enter an Item Number, or portion thereof, then tab out of the field to perform a “Contains” search on the Item Number column. |
| Qty Rdvd | Shows the Quantity Received |
| Qty Remain | Shows the Quantity Remaining to be Invoiced |
| Unit Cost | Shows the Unit Cost from the PO Receipt |
| Doc Number | Shows the Vendor Document Number from the PO Receipt |
| Item Description | Not shown above. A second line in the scrolling window will show the Item Description from the PO Receipt Line. |
Select an Item by double clicking on it, or by clicking the SELECT button.
Selecting an Item from the Non-IV Item Lookup will populate:
- Item Number
- Quantity Invoiced (set to Quantity Remain)
- Unit Cost
- Description
The PO Invoice Entry window automatically finds the “Matched to Shipment” document number when you tab out of the line. However, if there are multiple receipts of the same Non-Inventory Item Number that have un-invoiced quantities, GP will present the dialog box below:
Clicking YES opens the Match Shipments to Invoice window. The user will need to select the correct Receipt and click OK.
Assumptions/Requirements:
The functionality described above will not work with eConnect, any software that uses eConnect, or any software that directly writes to, updates, or deletes from SQL tables.
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