Reconciling Lot Item Shipments

Before you can invoice the customer or pay the vendor, you must reconcile the products received to the vendor's invoice. You enter the information from the vendor's invoice on the A/P Entry screen, select the lot item order generation, and then use the A/P Open Lot Item screen to enter the amount the vendor invoiced for the products. If the order was entered using the material detail pricing method, the Lot Item Material Detail screen displays instead. If prices or costs don't match, you can change them. The shipment is marked as Hold or Release, depending on a generations hold or release status. After you have reconciled the lot item shipment, the system processes the customer order for invoicing.

To reconcile a lot item shipment:

From the A/P menu, select A/P Entry to display the A/P Entry screen.
Complete the following fields, as needed:

Field	Description
PostDate	The date the invoice posts to the general ledger.
A/P Branch	The branch that sold the lot items
Batch ID	A number that identifies the batch.
Ship From	The vendor who shipped the lot item materials to the customer. Enter a partial name to select from a list, or enter the sales order identifier.

When prompted, select New to create a new payable. All unpaid purchase order amounts are listed.
Use the information on the vendor's invoice to complete the following fields:

Field	Description
Inv Date	The date the vendor sent the invoice.
Invoice #	The number that identifies the vendor's invoice.
Inv Amt	The amount the vendor billed your company for the shipped items.

Review or edit the following fields, as needed:

Field	Description
Remit To*	The address of the entity that will receive the payment.
Payment Terms	A code used to calculate the payment due date.
Payable ID#*	A system-assigned number used to identify the payment.
Freight Amount	The amount of the payment due for freight charges
Tax Amount	The amount of the payment due for tax
Due Date	The date by which payment must be made to be considered on time.
Pay Date	The date by which payment must be made to receive a discount, if any.
Deduct Amt*	The amount deducted from the payment for taxes. Used only if the customer has not supplied you with their tax ID by the time the order was processed.
Disc Amt	The amount deducted from the payment for early payment or bulk orders, if applicable.
Approved	Identifies whether the invoice is approved for payment. The value is N until the value in the Diff Amt field becomes zero, at which time the value automatically changes to Y. This value must be Y to generate a check to pay the invoice. Note: If the payment made is greater than the cost of the lot order, the system sets this status to N.
Rec Amt*	The amount you entered in the Inv Amt field.
PO Rec*	The amount entered on the purchase order.
GL Rec*	The amount recorded in the general ledger for the order generation to date.
Diff Amt*	The amount still needing to be reconciled.

* View-Only

Do any of the following, as needed:

Note: For information about additional hot keys, see A/P Entry Screen Hot Key Descriptions.

To...	Use this hot key...
write a manual check	Man Check Prompts you to select the bank account from which funds will be disbursed. Select an option to display the Manual Check Posting screen.
specify a deduction amount and reason for the deduction	Ded The A/P Invoice Deductions screen displays.
enter comments to print on the remittance advice section of the check	Adv The A/P Advice Notation screen displays.
spread payment of an invoice over multiple payment dates	Split The Split Payments screen displays.
enter notes relevant to this entry	Detail Notes The A/P Notes screen displays.
view additional information about the payable	Inq Inquiry program options display. Select an option to display the inquiry screen.
cancel an existing payable	X-Cancel Prompts you to confirm the deletion, and then prompts you to enter a Reason for the Change.
view the original sales order for the lot item, select the lot item payable and	View The lot item displays on the Sales Order Entry Body screen.
edit the lot item details, select the lot item payable and	Edit The lot item displays on the Sales Order Entry Body screen.
review the history of all activity related to the payable	Chng Log The Change Log Viewing screen displays.

Use the Chg View hot key to display the PO & Order ID view.
In the P/O # column, navigate to the lot item order generation and press the Spacebar to do one of the following:

If material detail pricing is...	The...
enabled	Lot Item Material Detail screen displays. Continue with the next section.
disabled	A/P Open Lot Item screen displays. Continue with the To reconcile an open lot item section.

To review or edit material or shipment details:

On the Lot Item Material Detail screen, verify that the total unit cost equals the amount on the vendor's invoice.
Do one of the following:

If the totals...	Do this...
match	press Esc to display the A/P Open Lot Item screen.
do not match	continue with the next step.

Select the order generation. Compare the vendor invoice to the listed material costs.
Use the Change Shipment hot key to display the shipment information.
Verify that the product's shipment quantity and unit cost match the invoice amounts. If not, schedule the missing items for shipment to transfer them to other generations.
Repeat steps 3-5 for each material. When the total of the extended detail costs equals the vendor invoice amount, press Esc to display the A/P Open Lot Item screen.

To reconcile an open lot item:

On the A/P Open Lot Item screen, review the following fields:

Field	Description
Cust	The customer's name.
ID	The customer's identification number.
Lot Item Desc	A description of the lot item from the sales order.
Order ID	The sales order number.
Material Detail Pricing	Identifies whether Material Detail Pricing is enabled.
Advance Billing Factor	A multiplier used for customer advance billing calculation.
BrkPoint%	The percentage of vendor billing when the customer billing rate changes.
Reconcile Ship Date	The ship date of the order generation being reconciled.
Lot Price	Total customer price for the entire lot item.
Lot Cost	Total vendor cost for the entire lot item
Open Price*	Total remaining (open) lot price, before reconciling.
Open Cost*	Total remaining (open) lot cost, before reconciling.

* Updates when you return to A/P Entry.

If the value in the Reconcile Ship Date field is not correct, do the following:

Use the Material Detail hot key to display the Lot Item Material Detail screen.
Use the Chng Shipment hot key and select the date from the list.

In the A/P Billed field, do one of the following:

Enter the amount of the vendor invoice you are reconciling for payment. The system warns you if the amount is greater than the open cost.
Leave the field blank. Use the Material Detail hot key to display the Lot Item Material Detail screen. Enter the material detail prices and costs from the vendor's invoice. When you press Esc, the extended totals of the material detail prices and costs can be copied into the A/R Billed and A/P Billed fields.

Note: If you enter an amount in the A/P Billed field and then change amounts on the Lot Item Material Detail screen, the system prompts you to decide whether to replace the A/P billed amount with the material detail total.

To change the amount the customer will be billed, edit the A/R Billed field. You can enter any amount that does not exceed the open price. If you round-off the amount, for example, an asterisk (*) indicates that the system has overridden the amount. To clear an override, press the Spacebar.
Press Esc to return to the A/P Entry screen. If the lot item has no other open ship date generations and the lot price or lot cost are not billed in full, the system prompts you to schedule a backorder shipment.

Note: On the Lot Item Status screen, the system updates the A/R Billed field to show the total amount of customer invoices and the A/P Billed field to show the total amount reconciled for payment to the vendor.

To complete the transaction:

Verify that the amount in the Inv Amt field equals the amount in the PO Rec field. If it does, the Diff Amt field should be zero, and the invoice approved for payment.
Press Esc to do one of the following:

If the value in the Approved field is...	then...
Y	the system processes the transaction and sends the customer invoice to the print queue. The invoice will print with the next print cycle.
N	select the account to which to post the unreconciled amount.

Lot Item Order Prompts

Prompt

Displays when...

Do You Wish to Reconcile this Lot Item Generation with Zero Cost? (Y/N)

the distributor releases material detail to the customer with zero price and zero cost. and you want to close out a generation with zero cost.

If you enter Y, the generation process.

There is No More Material Detail Scheduled. Do You wish to Complete the Billing? (Y/N)

all the material detail has been delivered, but the vendor has accidentally under-billed the distributor.

If you enter Y, the system bills the unbilled portion of the total lot price.