Multiple invoices for a single purchase order

A vendor may send multiple invoices for a single purchase order. However, in Brightpearl it is only possible to receive a single invoice against a purchase order.

There are a few different ways to handle this scenario:

Split the order to a back order

Since you can only have one invoice per purchase order, you can split your original order to a back order in order to be able to enter each invoice. Learn more about moving items to a back order here.

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There are some limitations, as it is only possible to split inventory items which have not been received to back orders.

If items have been received and have not yet been sold, you could unreceive the items, split the order to a back order, then re-receive them, but that could cause you to run into some issues around cost accounting, since Brightpearl uses FIFO.

Enter the invoices as bills which net against miscellaneous rows on the purchase orders

If you receive all of the invoices relating to the order at once, this method works well.

With this method, you will choose one invoice to use against the purchase order, and enter the other ones as vendor bills.

To ensure you are invoicing the first invoice for the right amount, you will add miscellaneous rows with a negative price onto the purchase order to reduce the value.

Worked example

For example, say you have a purchase order for $1000 and receive three invoices: INV1 for $600, INV2 for $300 and INV3 for $100.

You decide to invoice the purchase order using INV1, and enter INV2 and INV3 as vendor bills.

You would therefore add a miscellaneous row to the purchase order with a price of -$400 in order to make the purchase order value $600.

Your purchase order may therefore look something like this:

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With rows for the products adding up to $1000, and rows for the adjustments amounting to -$400.

After the bills are entered, the accounting will look like this:

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With three separate invoices, one for $600, one for $300 and one for $100.

And the entries posting to the cost of goods code cancel out:

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You can also use this method if your vendor issues purchase invoices that cover some, but not all, products on multiple purchase orders - simply reduce the value of the purchase orders by the value of the goods being invoiced, and enter bills for the value of the invoice.

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