Fill/Kill orders

There is a major disconnect if you're getting billed for killed items. When a receipt is keyed, the line should be flagged with Cancel BO if you did not receive the item.
You can then check the ordered, received and invoiced quantities on the PO line to see why the line is closed.

Lawson screen PO64.1 is the best screen to see what you are looking for.  It shows details for any PO line such as Qty Ordered, Cancelled, Received, Open for Receiving, Matched and Open to Match.

 

Mike beat me to it. PO64 should be what the buyers use to see what happened to the line.

I spoke to our AP manager. She is telling me that sometimes they also get a paper invoice in addition to an electronic invoice. If the paper invoice is processed first, the line is closed. If the electronic invoice is received after the paper invoice has been processed, the buyers should be checking AP90 to see if the invoice has already been processed and not adding the item to the PO again as a new line.

Sounding more and more like a process issue and not a system issue.

They tell me they do look at PO64, but the comments only say "Closed" and nothing more to indicate HOW the line was closed. It would never be a backorder because Owens does not backorder our LUM items. They only fill or kill them.

 

If EDI invoices are being processed without issues you can tell the vendor to discontinue paper invoices.

The buyers should be able to tell how a PO line was closed in PO64- either...
1) the ordered qty was received and matched in full
2) the ordered qty was received in full and the unit cost was 0
3) the ordered qty was partially received and matched and the remaining qty was cancelled

We don't use LUM so maybe I'm missing something but our buyers are required to update their POs whenever lines are cancelled, prices change, etc. It's that action that will then allow PO64 to be useful. Ordered 2, received 1, cancelled 1, etc.

Hi Jon,

 I agree with you. My first question was why are we receiving paper invoices from our Distributor when we have EDI 810's in place? The AP manager said that O&M sends them an excel file once a week telling them what is still owed.

Now my question is, if they shipped an item and an 810 was sent, why hasn't AP paid the invoice and now caused O&M to submit a second invoice (via Excel) saying they are still owed payment?

Lots of holes in this process.

Michelle  - The issue the buyers are having is that the PO line is already closed and the message only says closed. I'm not sure if the "Closed" message is a canned statement when the PO line gets closed on a kill item OR if this is a result of AP manually processing a paper invoice and they are only entering the message of "Closed".

I'm meeting with the buyer team tomorrow and will more than likely pull in the AP manager to ask her team to put a more robust message in Lawson when matching an invoice.

 

Bev - the line may be closed, but if they look at the quantities on PO64, it will tell them how much was received vs canceled vs matched. The kills will look like canceled quantities. It has to show. That is the entire purpose of the PO64 screen. And yes, ONE of the things it says is closed, but the quantities still appear and tell you why/how it closed.

If it isn't matching what Owens actually did, then Owens needs to fix their 855/856.

AP needs to work with Owens. 1. They have to look at the MA screen (53?54?) and resolve EDI invoices that error out. 2. If there is a discrepancy, they have to put it into dispute - this will prevent them from showing up in the past due file. 3. When they get the past due excel file, they need to verify that the edi invoice has been deleted PRIOR to processing the paper. It kinda sounds like that paper 2nd copy is clearing the error and then the EDI invoice attempts to match.