Does the invoicing show on the purchase order receipt history report?

Yes. I see that invoice number & the dollar amount. No item detail of course, but the line item detail I see in AP Invoice History Inquiry for that same invoice number equals the total invoice dollar amount on the PO Receipt History report.

So you are saying that if you go look up the invoice in invoice history inquiry, that the detail lines do not show the line items for each inventory item (quantities, etc.). If so that means the invoice was entered via a/p invoice data entry and not purchase order receipt of invoice. Oops.

Assuming that is the case, I usually use data file display and maintenance (DFDM) to edit the quantity invoiced on the purchase order. Quite possible would also have to make a journal entry to sync up clearing report to the purchases clearing account in the g/l.

If you are not sure what you are doing with DFDM, I highly recommend talking to your Sage partner.

No. If I look in AP Invoice History Inquiry, I see the inventory items as invoiced quantities; the source on the top is P/O. I am saying that the detail is not in PO Receipt History Inquiry or the PO Receipt History Report because the PO module doesn't show the PO Receipt of Invoice detail (like it should).

This is just not reflecting on the Purchases Clearing reports. No matter if I use the stock report or a customized report pulling from the Purchase Order Detail table.

I could use DFDM, but the client wants to know why its happening, more than once now.

I am the Sage Partner too.

I see it happen periodically, but it's so few and far between that it's virtually impossible to identify the circumstances. Especially since the inconsistency is usually identified days or weeks later.

It's most likely a record locking/sharing issue. My theory is that a receipt of invoice is updated for a purchase order while someone has the purchase order open in purchase order entry. Unfortunately, I've never been able to prove it.

Is this a client with a lot of users by any chance?

This happens to us a few times a year. Just as Tom said, it happens infrequently enough, and we push a high enough volume of transactions through each day, that we can't zero in on the specific circumstances that cause it.

Go into AP Invoice History Inquiry, pull up the invoice, then click the drill-down button (if it's visible) to verify the GL postings from that ROI included relieving the amount for that line from the purchases clearing account. On our system, it almost always has made the correct journal entries, but failed to update the PO.

When we first discovered this I spent a decent amount of time troubleshooting it, and I had the same theory Tom had regarding the PO being open during the ROI update. So I tested that scenario several ways (i.e. both open on my machine, having the PO open on one machine while the ROI update was occurring on another machine, etc.) But I couldn't reproduce the problem in any of my testing attempts. I still tend to agree that it's a record locking issue of some kind, but I think it's a pretty specific and rare set of circumstances that cause it.

BTW, at one time, there was a write-up in the KB about this issue. It was recognized by Sage that it was indeed occurring, but like us, they couldn't duplicate it either.

There were some issues like this called in and we could only fix the data as no one had steps to recreate the issue. It is very difficult to recreate connectivity, file locking and some of those intermittent issues. We did find that some issues can be caused by having multiple receipts for the same PO in data entry. Are batches being used? You might also check for any Required UDFs that were created and because the UDF was not populated on existing Purchase orders the receipts could not write back to the Purchase order detail.

We have run across this issue as well.  Generally see what everyone has discussed.

How do you get this to come off the Purchase Clearing Report so there is a not a perpetual reconciling item?