How to use a purchase order to receive multiple bills
My team is trying to work out our PO process and we’ve found a bit of a hiccup with what we are trying to accomplish. Does anyone know if it’s possible to receive multiple vendor bills on one PO?
For example, if we have a contract with a vendor to pay them $12,000 over the next year from monthly invoices, we want to make sure we can have 12 invoices issued from the same PO, then have it close once we’ve reached the total $12,000.
Another possibility would be if a manager has only approved $10,000 of expenses for a vendor, we want to make sure we only pay them for the approved $10,000. If the sum of the vendor’s invoices were to be over $10,000, the system would close the purchase order and we’d need to get additional approval for the difference.
Thanks in advance for any ideas!
This is possible – the trick is to use the quantity and rate fields. I tend to “swap” dollars and quantity – and make my quantity equal to the number of dollars and my rate at 1 dollar.
Then if I have to receive partial quantities/dollars it all works out without me getting creative with partial quantity.
One thing to bear in mind – once you have fully received the full quantity (typically 1 unless you do what I suggest) the expense becomes unable to be received even if you had taken less overall dollars.
You might modify your PDF/Printed forms slightly to accommodate this – because it’ll look odd to your vendor if you are ordering 10K at $1 per.