Purchase PO Audit Report overview

This is a critical report that is designed to balance:

• the line item and header information on an order
• all orders for each vendor to the vendor's Vendor Maintain Balance Entry On Order balance

Balancing this data is important because you do not want to under- or overpay your vendors. The outstanding purchase orders should match the vendor's On Order balance.

Due to system failures or power outages, and so on, line item and header information on purchase orders might not balance, or purchase orders may no longer balance to Accounts Payable. When the Purchase PO Audit Report is generated, it automatically assumes the line item information is correct, and the purchase order header information is incorrect. As each line item is entered the totals in the header information are the last to be updated. Therefore, if a system failure occurs, it is the header information that generally does not get updated properly. When purchase orders are compared to Accounts Payable, the Purchase PO Audit Report assumes purchase orders are correct and Accounts Payable is incorrect. You should only owe the vendor for the amount of outstanding purchase orders.

Only purchase orders between these stages qualify for the Purchase PO Audit Report.

• Stage 1 - Ordered
• Stage 2 - Printed
• Stage 4 - Pre-Received
• Stage 5 - Received

If the purchase order is in Stage 6 (Costing), it is too late to correct the purchase order or the vendor's On Order balance.

This message indicates that you have deleted product records on open purchase orders:

No ICSW Record Is Available (91)

Purchase orders that contain products that have been deleted continue to display on the report unless you close the purchase order in Vendor Invoice Center Entry. Additionally, Product Warehouse Product Setup records that were deleted and manual balance changes that were made to Vendor Setupmay cause an out-of-balance condition on this report. Review your records to determine whether these situations have contributed to your out-of-balance condition.

If this is a foreign vendor, the currency type is printed on the purchase order’s Out of Balance section of the report. The two-character currency display from the purchase order header prints after the purchase order suffix. For foreign vendors, the balances are in the foreign currency as entered on the purchase order. In the Vendors Out of Balance section, the associated currency description is displayed next to the vendor if the currency type in the Vendor Setup-Required record is not blank. No conversions are done with this report because all displays are per vendor.

The header Print field is audited against the line Print field. If any of the line Print fields are selected, the header Print field is selected.

The Purchase PO Audit Report is divided into two sections. The first section prints the line item/header comparison. For each purchase order that does not balance, the order prints on the report and lists all error messages associated with it. The second section prints the comparison between Purchase and Vendor data. The order totals for a vendor (Return Merchandise are excluded) are added together and compared to the vendor's On Order balance on the Vendor Maintain Balance Entry record.

Use Report Manager to generate this report on a consistent basis, either nightly or weekly. Review this report regularly so any out-of-balance situations are promptly corrected.