We will present the PO - Receipt and Vendor Invoice - Receipt matchings consequences on costs, from both a quantitative and qualitative point of view.
Matching Purchase Order - Receipt
Valid principles starting with version 13.03
Matching the Purchase Order with a Receipt will automatically influence the costs quantitatively and qualitatively if the corresponding receipt is transferred into the general ledger with the Receipt Match Requirement rule, having one of the following values:
Purchase Order;
Purchase Order and Invoice;
None.
For the Invoice value, the matching will not influence the costs neither quantitatively nor qualitatively (nothing will be written in the costs).
The Receipt Match Requirement field on the Receipt becomes mandatory, and the system will fill it in with the default value set during the Tenant definition. The operator can modify its value as long as it was not posted and the corresponding costs were not influenced!
A Purchase Order - Receipt matching that satisfies the conditions of the first paragraph will automatically influence the costs during posting. As a consequence to the costs being influenced, the System will mark the matching with the Is Cost Updated checkbox. This checkbox is reset when the posting of the respective matching is erased. Posting erasure can occur in the following situations:
when you use the accounting reset process for the Purchase Order - Receipt matchings;
when you use the Delete Usage/ Transfer Cost Posting process applied to the Purchase Order-Receipt matchings.
When you repost the matching, the Is Cost Updated checkbox will be reset based on the value of the Receipt Match Requirement field on the Receipt, following the rule stated above.
Starting with the SocrateCloud version 13.03, the Match Order Update Costs (in SocrateOpen) becomes inactive.
Valid principles starting with versions previous to 13.03
The Purchase Order - Receipt matching (MatchPO) is registered in the costs the moment it is posted. Its registration is informative, as it does not influence the cost from a quantitative point of view, only from a qualitative one, used only to highlight the cost based on the purchase order.
There are specific situations when it is required that the influence on the costs be produced at both quantitative and qualitative levels, for all types of established evidences, so that the Purchase Order - Receipt matching will undergo the process called Match Order Update Costs (SocrateOpen). The result of this process can be observed at costs- level through the growth of the current stock quantity, whereas, at matching-level, the indication is given by the Is Cost Updated checkbox. This working method is especially useful for situations where you receive products in the current month, but these are not accompanied by an invoice. Nevertheless, the respective products are put on the market to be sold or they are internally consumed. Transactionally, the stock is correct, but from the costs point of view, the lack of a vendor invoice leads to the Product COGS corresponding to the sales not being formed. This is why we will resort to using the Purchase Order- Receipt matching instead of the Vendor Invoice - Receipt one to form the quantitative-qualitative costs. When the Vendor Invoice - Receipt matching appears, this will no longer influence the costs, unless there are price differences between the Purchase Order and the Vendor Invoice. If these differences are quantitative, it s recommended you manually redo the matchings.
In the case of Receipts being posted after this matching and whose orders are posted in a foreign currency, the RON valuation is always done at the reception date.
Matching Vendor Invoice - Receipt
Valid principles starting with version 13.03
Matching the Vendor Invoice with a Receipt will automatically influence the costs quantitatively and qualitatively if the corresponding receipt is transferred into the general ledger with the Receipt Match Requirement rule, having the value:
Invoice
For the following values, the matching will not influence the costs neither quantitatively nor qualitatively:
Purchase Order;
Purchase Order and Invoice;
None.
The Vendor Invoice- Receipt matching loses its importance to the Purchase Order - Receipt matching, so that the only rule left is to determine the registration in costs to be the value of the Receipt Match Requirement field on the Receipt.
Valid principles starting with versions previous to 13.03
This matching is registered in the costs the moment it is posted. The effects are: registering the new quantity in the costs and its qualitative influence, respectively. As long as a Vendor Invoice- Receipt matching is not posted, you will not be able to post any product cogs corresponding to the entry.
As exceptions to the above rule, there are cases when the cost was formed/affected by the Purchase Order - Receipt matching. In this case, the Vendor Invoice - Receipt matching will no longer influence the costs, if there are price differences between the concerned purchase order and vendor invoice.