Different Product Code on Supplier Invoice

Situations may arise where a supplier sends an invoice for a Purchase Order that contains a different Product Code.

In these situations, KNAPS is unable to match the invoice to the original Purchase Order.

Different Product Codes in Supplier Invoices

We will now examine an example to illustrate where such a scenario may arise.

The store places an order for a Product Code at price X, but the supplier issues an invoice for a different Product Code at price X.

For example, a Purchase Order for Product Code ME6104ST1XSA was created.

The supplier invoice is sent for Product Code VGSOCM15NZ.

Steps to Address Different Product Codes in Supplier Invoices

In such cases, the following steps are recommended:

Step1.

Contact the Accounts Team to request the invoice be reopened.

Step2.

The Accounts Team should enter a new invoice line with the correct Product Code. To do so, enter the correct Product Code in the Product field of the invoice once it is reopened. Once the correct code is entered, click Apply .

Step3.

The invoice line with the different Product Code MUST be deleted. To do this, click the red X button on the far right of the invoice line. DO NOT edit the invoice line with the different Product Code.

Step4.

Complete the amended invoice by clicking Complete .

The system invoice will now reflect the correct Product Code

Key Point: DO NOT edit the invoice line with the different Product Code. Instead, DELETE the invoice line with the different Product Code ONLY AFTER adding a new invoice line with the correct Product Code, as outlined in the steps above.