Overview:

  • Learn how to process a partially receipted PO invoice in Ocerra.


A partially receipted PO invoice refers to an invoice that is created for a purchase order on which only a portion of the ordered items or quantities have been received. In other words, some of the goods or services listed in the original purchase order have been delivered or fulfilled, but the full order is not yet complete.


To process a partially receipted PO, follow these steps in MYOB Acumatica:


  • Create a Purchase Order (PO) for the supplier.

    • Go to Purchases then select Purchase Orders, Alternatively, you can search Purchase Orders in the search field. 


  • Click the “+” sign button, then fill in the necessary fields such as Supplier. Once the supplier is selected, other details will be auto-filled.  


(!) Remove the PO from the "ON HOLD" status, and this will give you the option to "ENTER PO RECEIPT" and then RELEASE. Failure to do so may result in an export error "Order Line: RO 000165, Line Nbr.: 1 not found.”



Scenario 1:  PO for 5 items where 3 items receipted only and the invoice was sent for the first three items receipt.


  • When the invoice is received from the supplier and imported into Ocerra, the system will recognize that it corresponds to a partially receipted PO.

  • The invoice will be matched with the corresponding PO in Ocerra, and the received quantity will be automatically compared with the invoiced quantity.


 

  • The system will show the remaining quantity to be invoiced, and you can proceed to export the invoice accordingly.
  • Receive partial quantities of the items ordered against the PO. This will create a receipt for the received items.
  • The partially received PO will show the remaining quantity to be received.



Once the other two remaining items were receipted, and the invoice was sent for the two items received and exported to MYOB Acumatica, a bill will be added in the PO history with the same PO number.




Scenario 2: A PO was created for 5 items, but only 4 were received, and the invoice was issued for all 5.




(!) We strongly suggest that you put the invoice on hold until all items are completed.