# How to process a Supplier Invoice after the Journal Lock Date

KB216

### Overview

Whenever a supplier invoice is processed that relates to a Receive record, Accentis Enterprise will ensure that the cost of each line of that Receive transaction matches the cost entered on the Supplier Invoice.

This is critical because of the way the un-invoiced receives system works: the value that goes into the un-invoiced Receives general ledger account when the Receive transaction is entered must be the same as the value that comes out of it when the Supplier invoice is entered

Therefore, the cost of goods on the Receive transaction must always match the corresponding cost on the Supplier Invoice.

When Accentis Enterprise processes a Supplier Invoice, it compares the cost of each item on the Invoice with the corresponding Receive transaction.

If they are not the same value (converted to your local currency, which takes into account any exchange rate changes that have occurred between the Receive transaction and your Invoice), then the Receive transaction will be re-processed using the costs entered on the Supplier Invoice.

The goods are essentially taken back out of stock (or expenses) using the original cost, and re-processed again using the new cost.

It is possible that your Receive transaction has been performed in a prior period which has been locked. In this case, when you attempt to update the Supplier Invoice you will receive an error stating that the "Transaction is prior to the Journal lock date".

In this situation, the error message does not relate to the date of the Supplier invoice: it relates to the date of the corresponding Receive transaction.

If you are not able to unlock the period in which the Receive transaction occurred, then your only choice is to enter the supplier invoice using the same line item costs as that on the original Receive transaction. Then, you will add a final balancing line to the supplier invoice to ensure that the total invoice value is still correct.

### Process

#### Step 1

Go to the Receive record and create an Invoice for that Receive

#### Step 2

Ensure that the cost of every line is precisely the same cost as the Receive transaction. Have a look at the Receive form itself to confirm this cost: it will be shown at the end of each line.

Be sure that you enter these costs to 4 decimals if necessary.

#### Step 3

After all of the line prices have been changed, the total of the Supplier invoice in Accentis Enterprise will not equal the supplier’s paperwork. In this case, add a “balancing line” to the end of the Invoice

- This is a manually-entered line.
- You can use the "Dot" notation to allocate directly to a G/L account.
- The balancing line should be posted to an appropriate G/L account.
  - For stock items, this will typically be the Cost of Sales account relating to that stock item.
  - For non-stock items, this will typically be the account to which the Receive posted its value.
  - The value you enter for this line will be the amount needed to ensure the total of the Accentis Enterprise supplier invoice matches the supplier’s paperwork.
  - You may want to use multiple balancing lines if you need to distribute the cost differences to multiple G/L accounts.

#### Step 4

Update the invoice

By following this process, you ensure that:

- The supplier invoice line item cost is the same as the cost that was used on the corresponding receive line
- The supplier invoice total is still correct
- The transaction can proceed without having to unlock a prior period

### Additional Notes

This process allows the Supplier invoice to be updated without affecting the cost of the Receive transaction. However, you must consider the fact that the goods that you received are no not being recognised at their correct cost. If this cost difference is substantial, then there are many other things to consider:

- Have your goods been consumed into assemblies at the wrong cost, creating assemblies that do not have the correct build cost?
- Have the goods been sold to customers at the wrong cost, producing irregular profit reporting?
- Are you being charged the correct price for the goods?

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Last edit 07/02/23