PO Selection in Supplier BP Invoice to ensure matching and compliance

When using the supplier BP invoice, “Purchase Order selection” describes the action of choosing exactly which purchase order number the invoice corresponds to so that the goods or services being charged will match the order details agreed to previously and payment may be processed correctly according to the terms specified within that purchase order.

Uses of Purchase Order selection in a supplier BP invoice:

Essential for matching:

The invoice must always be accompanied by the corresponding purchase order number, ensuring proper matching in the accounts payable process so that there will not be a case of confusion or delay in the payment.

Ensuring compliance:

Upon choosing the correct purchase order, the supplier verifies that it delivers goods or services as ordered, with quantities corresponding to those described in the original purchase order.

So, to fulfil this requirement we have added PO Selection option in Supplier BP Invoice screen in Sage X3.
To learn the process, we will check the functionality in detail:

We have created one new supplier – VEN0000734. Then created 3 new Purchase Order entries against that newly created Supplier – ZIN0125PO00319, ZIN0125PO00320, and ZIN0125PO00321. Refer below screenshots Fig1, Fig3, Fig4:

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[Fig 1. Purchase Order Entry – 1]

Also, we have considered a condition for PO selection that closed status of PO should be “No”. Only those Pos will be displayed in the PO selection finder on Supplier BP Invoice screen.

For the above Purchase Order, closed status is “No” as shown in the below screenshot Fig 2.

[Fig 2. Purchase Order Entry -2 with Closed Status – No]

Created one more PO – ZIN0125PO00320 with closed status “No”.

[Fig 3. Purchase Order Entry – 2]

After that created next PO – ZIN0125PO00321 with Closed status “Yes” as shown in the below screenshot Fig 4.

[Fig 4. Purchase Order Entry – 3 with Closed Status – Yes]

Now, we will go to AP-AR Accounting –> Invoicing –> Supplier BP invoices.

As shown in the below screenshot Fig 5, we have added 2 options in PO selection drop-down: Existing PO and Non-Existing PO.

[Fig 5. PO Selection option on Supplier BP Invoice]

After clicking on PO selection, we can observe in the below Fig 6, only 2 POs are getting displayed – ZIN0125PO00319 and ZIN0125PO00320. Because closed status of these Pos is “No”.

[Fig 6. Existing PO Finder on Supplier BP Invoice]

PO – ZIN0125PO00321 is not getting displayed in the list because closed status of this PO is “Yes”.

If we are selecting Existing PO option in the drop-down then Existing PO finder will get enabled and if Non-Existing is selected then second option will get enabled.

[Fig 7. Non Existing PO option on Supplier BP Invoice]

Refer above screenshot Fig 7, in which non-existing option has been selected. That’s why, Existing PO finder is disabled, and non-existing PO field is enabled. Non-Existing PO field is editable in which user can enter text.

In this way, we have added PO selection functionality in supplier BP Invoice transaction.