A/P invoices can be generated directly, or based on a purchase order (PO) or a Goods Receipt PO (GRPO). When an A/P invoice is processed, the system will create a job line if no GRPO has been created. However, if the A/P invoice is based on a GRPO, a job line will already be created. Please note that if a GRPO has been created, the A/P invoice must be based on that GRPO. If the A/P invoice is not based on the GRPO, there will essentially be two lines associated with the same item, doubling the cost.
There are a couple of things to note when you are dealing with non-inventory items.
- If the A/P invoice is based on a GRPO, a standard SAP Business One journal entry will be processed to debit the expense expense account and credit the A/P control control account. An Eralis Job journal entry will not be processed.
- If the A/P invoice is not based on a GRPO, both the standard SAP Business One journal entry and an Eralis Job journal entry will be processed. The standard SAP Business One journal will debit the expense account and credit the A/P control account. The Eralis Job journal entry will debit the work-in-progress (WIP) account and credit the expense account.
When an A/P invoice based on a GRPO is processed, there is a possibility for a cost difference between the GRPO and the A/P invoice. If the job line associated with the GRPO has a status of Entered or Ready to Process, the cost on the job line will be updated to match the cost of the A/P invoice. However, if the job line has any other status, a journal entry will be processed to write off the cost (either debit COGS or credit WIP).
A credit memo must be created based on the A/P invoice using the Copy To or Copy From functions. The credit memo will create negative lines on the job for the items that have been credited.