Receiving and invoicing process

tatiana

Hi guys!
I need some ideas .

These are my processesses. How can i represent them in navision 4.

I order 120 units at 1.20$ from my supplier. Because of customs and another third party system used for customs, I receive the next day the invoice and the packing slip where qty and costs are not the same: 100 units instead of 120; 1.22$ instead of 1.20$.

I need to enter those information( 100 units and 1.20$) in Navision where an Interface must be built to be connected to the customs software.

In the meantime, I physically receive goods anf after opening boxes, I found that i have only 95 units ( it can be more than 120 or even less). I then need to enter real qty received and qty invoiced in both Navision and the custom software.

So my question is: How can I manage that scenario in Navision keeping in mind that the initial invoice from the supplier is important and must be enter in both system even if it is wrong.

dmitrip

Hi tatiana,

I sugest the following procedure:
1. When you get an invoice from a vendor you receive & post it.
2. Transfer posted invoice to the customs software.
3. Post credit memo and apply it to the invoice. (be carefull with costing, setup field “Exact Cost Reversing Mandatory” in P&P setup).
4. Transfer posted credit memo to the customs software.
4. Receive & post REAL invoice in Navision and transfer it to the customs software.

I don’t know more details than you’ve just provided but my concers are:
1. Inventory qty between the first and real invoice (yu must receive qty before invoice posting) and inventory procedures (it’ll have an impact on the warehouse if you have one)
2. Customs software integration – there’re many options how you can do it.

Regards,
Dmitri.

tatiana

Hi Dimitri!

Thanks for your help. It'a good strart.

The fact is : I have to work with the Customs software : No choice here and Customs validate only what supplier sent : Packing slip and invoice even if goods are still in the box.

By the way, the costing method is "average cost".

Is there a way to transfer info to the customs software only when real receiving is done???

Thanks

dmitrip

Hi Tatiana,

As I understand you need to track all intermediate invoices from the vendor and when you get correct (final/real) invoice you’d like to transfer all invoices (intermediate and real) into the customs software (batch transfer).
In this case you need to mark your final/real invoice (i.e. tick box on PO/PI) and it’s up to transfer routine to customs software to analyze and pick up all of these invoices (all invoices from last transferred real invoice till current real invoice by vendor).
But it’s a customization.

Is it what you want?

Dmitri.

tatiana

Hi Dmitri,
Thanks for your reply!

In fact , I will receive only one invoice and packing slip that must be shown to customs. That info must be transferred in the custom software.

if later, i found that qty physically received and costs also are bad , i have to make corrections in both system but the first document ( invoice & packing slip) is important to pick goods at the custom