Pre-requisite: Purchase order is created and received against in Sage 100. Currently, receiving against a purchase order and posting the receipts of goods entry in Sage 100, is mandatory for customers wanting to use this workflow. The purchase order and receiving data is imported into Sage APA from Sage 100 via the sync tool.
- You can either use the purchase order approval or non-approval workflow in Sage APA. Non-approval workflow is the default workflow.
- For purchase order approval workflow, the purchase orders are brought into Sage APA as approval pending in 'pending approval' status (PA). The purchase order approval channels are set up as part of the implementation process.
- For non-approval purchase order workflow, the purchase orders are brought into Sage APA as committed purchase orders in the 'purchase order' (PO) status. No approval channel needed. This is the default workflow.
- If the purchase order is updated in Sage 100, after it has been approved in Sage APA, then the purchase order is not reset to the pending approval status.
- Only 'Standard' and 'Drop Ship' purchase orders are imported into Sage APA from Sage 100. Please note, since drop ship purchase orders are not received against in Sage 100, invoices can not be adopted to them in Sage APA.
- The receiving data can be viewed in Sage APA from within the purchase order module.
- Only the received quantity can be viewed from within the invoice module of Sage APA.
- There is no approval workflow for receiving data in Sage APA.
HOW IT WORKS:
To adopt PO lines and received quantity on invoice lines, follow the steps below -
1. Select the purchase order number on the invoice header.
Note: The workflow described below is for when an invoice is matched to one purchase order. To know more about how an invoice can be matched to multiple purchase orders, please read here.
2.a. To select the purchase order line data (item, account, unit cost, UoM, subtotal and total) and received quantity for adoption on the invoice line item, click the 'PO Adoption' button. The user has the ability to change the invoiced quantity and description on the invoice after it has been adopted. However, the invoiced quantity has to be less than or equal to the received quantity. If the invoiced quantity entered is changed and is greater than the received quantity than the system will throw an error.
2.b. On the 'PO Adoption' modal window, the details of the PO line items including the received quantity are displayed.
2.c. Some PO lines may not be available for adoption, because those line are already adopted on another invoice. Lines not available for adoption are greyed out and can not be selected.
2.d. You can select some or all the PO lines from a given receipt to adopt to the invoice lines.
2.e. Once the PO line have been selected, adopt them on the invoice.
2.f. The selected PO lines gets adopted on the invoice.
Note: For Sage 100, it is mandatory for all invoice line to be adopted from PO lines, which have been received against in Sage 100. Currently in Sage APA, you have the ability to add additional line items to an invoice, however, the system will throw an error once you try to submit the invoice for approval.
3. In most cases you are invoiced for what you receive, however for some edge cases when you are invoiced for more than what you receive, Sage APA allows you to set tolerance level/ percentage on variance for quantity and invoice total. you can create separate approval channels for invoices that have variance associated with it. To know more, read here.
Freight amount, if available is imported into Sage APA from Sage 100 as part of the purchase order data. There are 3 workflows available for adding freight amounts.
Workflow 1: Once the invoice is scanned into Sage APA and invoice data adopted from purchase order data, the user has the option to add and update freight amount on the invoice. Please select "Freight Amount" in the "Other" field under Invoice Details. The default amount adopted for freight is $0.00.
Workflow 2: Freight amount entered as an additional line item type (lines tab in the purchase order entry screen), when purchase order is created in Sage 100.
In the above scenario, freight amount gets adopted to the invoice as an additional line item, along with other purchase order data (item, quantity, unit cost, unit of measure etc.) in Sage APA. The user has the option to edit the freight amount on the invoice.
Workflow 3: Freight amount entered as a separate amount (totals tab in the purchase order entry screen), when purchase order is created in Sage 100.
In the above scenario, freight amount is displayed on the line item table and on the purchase order image in the purchase order module of Sage APA.
- Once the purchase order has been created in Sage 100 and invoice data has been adopted from PO data in Sage APA, we recommend not to delete the purchase order line or update the purchase in Sage 100.
- Do not manually add additional lines to an invoice in Sage APA. The system will throw an error when you try to submit an invoice for approval.
- Sales tax amount on the invoice is not adopted from the purchase order. In order to add sales tax amount to the invoice, please directly update the amount on the invoice.
- If the invoiced quantity is more than the received quantity, then we recommend to hold the invoice and update the purchase order and received quantity in Sage 100 and sync the updated data from Sage 100 into Sage APA.
- When you want to adopt invoice lines (for invoices which have associated PO's) we recommend using the 'PO Adoption' feature instead of 'Adopt to PO Coding' feature in Sage APA.