ENTER IN SUPPLIERS INVOICE- VARIENCES- XXXXXXXX

ENTER IN SUPPLIERS INVOICE- VARIENCES- XXXXXXXX













When we enter in suppliers invoices into pinnacle/xero ,a key part of this task is making sure the details match between P.O amounts and details on suppliers invoices


NOTE WE DON'T ENTER INVOICES INTO XERO UNTIL DETAILS ARE CORRECT AND VERIFIED ,
WHEN WE DO ENTER IN WE WILL ADD EXTRA NOTES SO CAN REMEMBER WHAT HAPPENED LATER 
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IF SUPPIERS NAME OR DESCRIPTION IN P.O AND INVOICE DESCRIPTION OF PART DONT MATCH
This is often a clue that something is wrong so we just want sales to confirm/check all is OK

PROCESS
if description details wrong

NOTE WE DON'T ENTER INVOICES INTO XERO UNTIL DETAILS ARE CORRECT AND VERIFIED ,
 Create a ticket in ZENDESK ,Attach copy of suppliers invoice to this ticket

Inform sales person that details dont match and ask for advice/confirmation that this is OK
This applies also if purchase amount on P.O is zero ,still use variance letter

When entering in xero add extra notes of answer that salesperson gave or perhaps ticket reference number
NOTE:    NS / LH – Left; OS / RH – Right; RR– Right Rear; LR – Left Rear; FR – Front Rear; Assy - Assembly

Once all ok then enter into xero with notes as directed ,
TIP:note the ticket number into the entered invoice in case you have to recall details later

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PROCESS IF $$ AMOUNT IN P.O AND $$ AMOUNT IN SUPPLIERS INVOICE  DONT MATCH
 (to create video instruction)

The key is making sure the toal amount on the p.o matches he total amount on the suppliers invoice ( including all taxes,freight and warranty/core charges )

PROCESS
if there is a variance in amounts
(NOTE WE DON'T ENTER INVOICES INTO XERO UNTIL DETAILS ARE CORRECT AND VERIFIED )
 
Create a ticket in ZENDESK ,
Attach copy of suppliers invoice to this ticket
copy variance letter to sales person , see example below
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SUBJECT IN ZENDESK:  Variance in Supplier Invoice and Purchase Order XXXXX

ATTACHMENT: attached invoice

RECIPIENT: salesperson (Bradley, Luke, Andrew, Platini, Jason...)


Hi,

As regards purchase order XXXXX the amounts do not match for Purchase order and Supplier invoice. 

 

Please advise what you require me to do

a.      Reduce supplier invoice to match completed Purchase Order amount. Reason?

b.      Adjust Purchase order to match amount on supplier invoice.

c.       Other. Please state reason.


Please advise what actions you require.


Thanks,

Accounts Team

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REPLY - ANSWER A 

We must contact the supplier ( create new linked ticket ) and get credit note from the supplier so account is resolved

now , we are better to deal with this now rather than wait till we get statement and try

to balance then .

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REPLY ANSWER B (TO ADD VIDEO )

We will adjust the P.O amount in pinnacle so it matches the XERO amount ,once this

is done enter the invoice into XERO


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VARIANCES - CORE CHARGES

See general guide re core charges
SEE LINK TO ARTICLE ON CORE CHARGES AND EXCHANGES

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CLICK HERE FOR  VIDEO GUIDE FOR VARIANCE AND CORE CHARGE

Cores are the one exception to the normal process that we use with variances,

if Core is shown on suppliers invoice we will NOT enter the cost into XERO ,

we just add notes to show that core was charged but we wont pay , (AS PER EXAMPLE BELOW )


as one extra step , once all entered  ,we create a ticket with copy of invoice and inform salesperson that core was charged on the invoice ,

no further action is required from accounts so we close the ticket ,its expected that sales will arrange for core item to be returned and this will be balanced before we receive statement