HGS Invoice/Purchase Order Matching Issues - Help Guide

This guide outlines common invoice/purchase order matching issues and explains how to fix them.

Procedure for Stock That Has Been Incorrectly Booked in and Sold

In the event that stock has already been booked in and sold under any of the scenarios outlined in this document, users are required to follow the procedure detailed below:

1. Reverse the delivery or process a return on the sale.

2. Cancel the goods receipt.

3. Update the PO with the correct product code.

4. Book in the new code.

5. Update the sale.

If users attempt to cancel the PO or Goods Receipt without reversing the delivery or returning the sold stock, the system will block the action. In these cases, the following error messages will be displayed:

• Purchase Order

  

• Goods Receipt

  

1. Different KNAPS Codes for the Same Product

Scenario:

There are two different KNAPS codes for the same product. The store orders one code, but the supplier issues an invoice for the other.

Examples:

• Ordered: NIGHF025, SSE45

• Invoiced: NIGHF025WSJ, XSE45

Short-Term Fix:

Ensure the KNAPS documents use the product code on the supplier invoice:

• When the product code on the PO matches the supplier invoice:

  The Accounts Team updates the Support Office invoice to use the product code on the supplier invoice. Note: If the invoice is already part of a chargeout/remittance, the invoice must be reversed and re-entered, which will affect reporting.

• When the product code on the Support Office invoice matches the supplier invoice:

  The store updates the PO to use the product code on the supplier invoice.

Long-Term Fix:

Align with the supplier which code should be used for both ordering and invoicing.

2. Local vs Global Codes

Scenario:

The store orders spare parts with a local code, but the supplier sends the invoice to Support Office, who then loads it in with the global code. The local and global codes may be the same but have different suppliers, which prevents the store from matching the invoice to the PO.

Example:

• 30309300207 (Monaco local code)

Short-Term Fix:

Update the PO by replacing the local code with the global code (identified by the globe icon) to reflect the global supplier.

Long-Term Fix:

Remind the supplier to send the invoice to the right party (store for spare parts, Support Office otherwise).

3. Specific vs General Codes

Scenario:

The store orders a specific code, but the supplier issues the invoice with a general code for the product.

Example:

• Ordered (Specific): DECT1705

• Invoiced (General): CT1705

Short-Term Fix:

Update the PO with the code used by the supplier.

Long-Term Fix:

Align with the supplier which code should be used for both ordering and invoicing.

4. Active vs Inactive Codes

Scenario:

The store orders using the active code, but the supplier issues the invoice with an inactive code for the product.

Example:

• Ordered (Active): DECT1735PLUS1

• Invoiced (Inactive): DECT17351

Short-Term Fix:

Update the PO with the code used by the supplier.

Long-Term Fix:

Align with the supplier which code should be used for both ordering and invoicing.

5. Receiving a Different Product Than Ordered

Scenario:

The supplier supplies/delivers a different product than ordered, which is reflected on the invoice. The store books in the stock based on the original PO without checking the delivered product, which prevents them from matching the invoice to the PO.

Example:

• Ordered: BBO6850MX

• Invoiced: BBO6850MDX

Prevention:

Verify the product code received against the PO before booking in the stock. If the received code is different, update the PO with the correct code before booking.

Fix (if stock has already been booked in and sold):

Follow the procedure outlined at the top of the document.

6. Freight Charges on Supplier Invoices

Scenario:

A freight product code has been added to the invoice, but the PO does not contain this code.

Example:

• FRTMEL (Freight product code)

Short-Term Fix:

Ensure that the invoice and PO are aligned by performing one of the following actions:

• Accounts Team Action: Change the freight code on the invoice to a freight charge.

  Note: If the invoice is already part of a chargeout/remittance, the invoice must be reversed and re-entered, which will affect reporting.

• Store Action: Update the PO with the freight product code to match the invoice.

Long-Term Fix:

The HGS Accounts Team should always use freight charges when a freight code is found on a supplier invoice.

7. BDT Uses Different Codes for Ordering and Invoicing

Scenario:

The supplier BDT expects stores to use a bundle code for ordering but issues invoices with separate individual product codes.

Example:

• Ordered (Bundle Code): MSZGS50VFDA1

• Invoiced (Separate Codes): 69282I and 69692X

Fixes:

• When the stock arrives before the invoice:

  1. Order using the bundle code.

  2. Update the PO immediately with the two separate codes.

  3. Book in the stock using the two separate codes.

  4. Write off the two separate codes.

  5. Write on the bundle code to make the stock available for sale.

• When the invoice arrives before the stock:

  1. Order using the bundle code.

  2. Update the PO immediately with the two separate codes.

  3. Match the invoice to the updated PO.

  4. When the stock arrives, book in the stock using the two separate codes.

  5. Write off the two separate codes.

  6. Write on the bundle code to make the stock available for sale.

• When the bundle code has already been booked in and sold:

  1. Reverse the delivery or process a return for the bundle code from the sale.

  2. Cancel or edit the Goods Receipt to unbook the bundle code.

  3. Replace the bundle code on the PO with the two separate codes.

  4. Match the invoice to the PO.

  5. Book the two separate codes into KNAPS.

  6. Write off the two separate codes.

  7. Write on the bundle code.

  8. Go back to the sale and click the Deliver button to pick up the manually written bundle code stock.

8. Panasonic Commercial vs Panasonic Non-Com Codes

Scenario:

The store orders using a Panasonic Non-Com bundle code, but the invoice has two separate Panasonic Commercial codes.

Example:

• Ordered (Non-Com Bundle): CSCUZ50AKRW

• Invoiced (Separate Com Codes): COMCSZ50AKRW and COMCUZ50AKR

Short-Term Fixes:

• When the stock arrives before the invoice:

  1. Order using the bundle code.

  2. Update the PO immediately with the two separate codes.

  3. Book in the stock with the two separate codes.

  4. Write off the two separate codes.

  5. Write on the bundle code to make the stock available for sale.

• When the invoice arrives before the stock:

  1. Order using the bundle code.

  2. Update the PO immediately with the two separate codes.

  3. Match the invoice to the updated PO.

  4. Once the stock arrives, book in the two separate codes.

  5. Write off the two separate codes.

  6. Write on the bundle code to make the stock available for sale.

Long-Term Fix:

Align with Panasonic on which codes the stores need to order.

9. Commercial Electrolux vs Non-Com Electrolux Codes

Scenario:

The store orders using a Commercial Electrolux code, but the invoice has a Non-Com code.

Example:

• Ordered (Commercial): COMWLE625WC

• Invoiced (Non-Com): WLE625WC

Short-Term Fix:

Update the PO with the code used by the supplier.

Long-Term Fix:

Align with Electrolux which code should be used for both ordering and invoicing.