Processing Partial Invoices When Only Part of a Purchase Order Has Been Received

Overview

When processing a partial invoice against a purchase order, Microix displays both the quantity ordered and the quantity received for each purchase order line. However, the quantity Microix uses to initially create the payment depends on how receiving is configured in your system.

There are two possible outcomes:

• Receiving is not required: Microix creates the payment using the ordered quantity if no receiving has been recorded. Once receiving has started, Microix uses the received quantity instead. If the vendor invoices for only a portion of the applicable quantity, the payment quantities must be adjusted after the invoice is created to match the vendor's invoice.
• Receiving is required: Microix creates the payment using the received quantity. This allows the payment to automatically reflect the items that have been received; however, items must be received in Microix before they can be paid.

Because of these different configurations, a partial payment may initially appear to be for more than the vendor's invoice when Receiving is not required and receiving was not completed. This does not prevent you from processing a partial invoice. The quantities can be adjusted after the payment document is created and before it is submitted for approval.

Choosing the Appropriate Configuration

The appropriate configuration depends on your organization's purchasing and receiving process.

If your organization does not require every purchase to go through a formal receiving process, keeping Receiving is not required provides greater flexibility. Partial invoices can still be processed, but the invoice quantities may need to be adjusted after the payment is created.

If your organization wants payments to automatically be based on the quantities actually received, Receiving is required may be more appropriate. However, all applicable purchases must then be received in Microix before they can be paid.