Processing prorate charges after goods have been received
When processing the receipt of goods when additional miscellaneous charges to a second vendor are to be added and prorated to the received goods at a later date,
- Call up the purchase order in "Process receipts" and, on the detail screen, receive the goods.
- Press enter on a blank item number, select "Vendor change" and add a new vendor for the charges.
- Add the miscellaneous charge with a zero amount, choosing the appropriate proration method.
- On totals screen for the first vendor select "Invoice" or "delivery note" and enter the document number.
- Select "Next" from the options to change to the second vendor and select "Delivery note" as the document type. The amount will be zero.
- Post the receipt. The second vendor line will remain as a delivery note.
- When the invoice from the supplier of the charges is received, do a cost adjustment using "Process invoices/cost adjustments". Enter the amount of the charge line and the charges will prorate by the method chosen originally. Proration method cannot be changed at this point.
If the zero charge was not added to the first receipt as above.
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Do a new receipt for the charge using "Process receipts". The primary vendor (the vendor entered on the header screen) has to be the same vendor who supplied the goods on the first receipt, even though you are not going to be receiving any goods from the supplier on this invoice. This is necessary for IR to later combine the two documents.
- On the detail screen, immediately change the vendor to the supplier of the charges or services by using "Vendor change" as above.
- Now enter the miscellaneous charge and amount. Select "No proration" method as there are no item lines on this receipt to prorate against. Enter a GL account which will serve as a clearing account for the final entry later. You should enter the GL account for this charge.
- Go to the totals screen. For both vendors, select the same document type. This should be the same as the current document type or status of the original document against which you want to prorate. Post the document.
- Now go to "Process invoices/cost adjustments" and recall the original receipt of the items. On the header screen select "Multiple receipts" from the options. All other receipts from this supplier is listed. Select and press enter on the receipt containing the prorate charge.
- Go to the details screen. Select the charge line and change the prorate method. You will only be allowed to change the prorate method if the documents have passed through a day-end procedure.
- Post the document. Charges will be prorated by the method now specified.
NOTE: It is important that the cost adjustment to these receipts are processed within the time period set on Housekeeping to retain completed documents. If not, this receipt will be purged from the system. Although the second vendor line is a delivery note, miscellaneous charge lines with zero amounts do not affect the system’s decision to retain or purge the document.
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