Managing discrepancies between a purchase order and invoice

When your vendor sends you their invoice, you may encounter a number of differences between the invoice and your purchase order.

This article goes through a few common scenarios and suggests actions to resolve the problem.

The invoice shows more items than the order

If you've been invoiced for more items than you received, and you are expecting to receive the extra units, you should increase the number of the items on the purchase order to match the invoice.

If the inventory has already been received in full, increasing the quantity will cause the order to become only partially received, so you will not be able to receive the invoice. 

In this case, the unreceived items must be moved onto a back order. The invoice can then be batch received against both the original and back order.

Learn more about back orders for purchase orders here, and learn more about batch invoicing purchase orders here.

If you've been invoiced for more items than you received, and you are not expecting to receive the extra units, you can ask your vendor for a revised invoice. If they issue you a credit note instead, you can add the extra value to the purchase order as a miscellaneous row with details of the error. 

The order shows more items than the invoice

What to do in this case depends on the inventory status of the order:

  • Items not received into stock
    If the items haven't yet been received, reduce the quantity on the order. If the items are actually still on order with your supplier you should split them to a back order rather than just reducing the quantity to ensure you retain a record that they have been ordered and are awaiting delivery.
  • Items have been received into stock
    If the items have been received into stock, you should determine why more stock was received than you were invoiced for. Were the wrong number of units received initially? Is a separate invoice being sent for the missing items?
    If there was an error in the quantity received, you should unreceive the units then reduce the quantity on the purchase order.
    If you are awaiting an invoice for the goods, you will need to enter multiple invoices against the order, which isn't possible. Click here for some tips on how to manage this scenario.

Prices are different

If the order prices are different from the invoice prices, update your order before receiving the invoice.

If the inventory has not yet been received against the order, receiving it will use the updated cost price.

If the inventory has been received, you must still update the order prices to match the vendor invoice before the order is invoiced. Brightpearl will post a purchase price correction entry upon invoicing in order to account for the differences in price. Note that the inventory value will not update, even though the accounting is corrected.

To update the inventory value, you will have to unreceive all affected items from the purchase order, then re-receive them at the new price. Unreceiving the items will not be possible if any of the items have sold or have been written off, but you can make corrections to spread the cost out if needed. Please see the "Correcting the cost price of inventory which has already sold" article for more information.

Updating price lists

If prices have been updated on a purchase order, you will be given the option to automatically update the relevant prices lists when the invoice is received.

The default "Cost" price list and, if different, the price list selected on the purchase order (defaults to supplier's price list) will be available to automatically update.

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