An invoice error occurs in PartsRec when the posting to the GL is not the same as the total dollar amount of parts matched to the invoice. Invoice errors can be found by going to your PartsRec menu, clicking on Variance, and selecting Invoice Errors. This tab of the variance section will catch errors such as credits posted as debit or debits posted as credits, freight/discounts posted to the inventory account, offsetting errors, postings to the wrong GL account, and sourcing errors.
This is the invoice errors page in PartsRec. There are a few tools and elements on this page that are important to understand.
- Assign Button – Allows a user to assign an owner to the invoice error for adjustment or further investigation.
- Dismiss – Allows a user to dismiss an error. Manually dismissing an error indicates you have acknowledged and accepted the variance but does not resolve the variance.
- Categorize – Allows a user to assign categories to an invoice. This helps to decipher common issues with invoice errors.
- Error Totals – This shows overall totals for invoice errors including the total number of invoice errors.
To research an invoice error, either click on the error to open it in the same tab or right click to open in a new tab.
Invoice Error Detail
- Next Error – Filter how you see the invoice errors using this button. Also allows the user to move to the next invoice error in the list according to the filter settings.
- Dismiss – Manually dismisses the current error; does not resolve a variance.
- Info Box – Details the date the error occurred as well as the Matched total, Posted total, and Difference.
- Categorize – Apply a relevant category to the error. Categorizing errors should be used to help identify the root cause of the majority of errors.
- Assign – Assign the error to another party.
- Matched – Total dollar amount of parts matched on the invoice.
- Posted – Total dollar amount posted to the inventory GL.
- Difference – Discrepancy between matched and posted totals.
- Details – This is the same information that can be seen on the invoice details page. The addition here is the Date Posted which reflects the date accounting posted the invoice.
- Go To Invoice – Links the user to the invoice.
- Clock icon – Gives history of the invoice.
- Edit – For an invoice error, this edit button should be used to notate the error. Notes are and extremely helpful tool to aid in communication between parts and accounting and should be utilized to help identify the cause of the error and what needs to be done to fix it.
- Breakdown – The Breakdown outlines the accounts impacted by the error, comparing the Matched Items to the Postings for each inventory account.
- Account Breakdown – The Account Breakdown shows the account each amount is coded to on the invoice including any allocations.
- Attachments – Shows anything attached to the invoice.
- Help Button – On every page in PartsRec and gives access to our help center as well as opening a ticket in our help desk.
Resolving the Invoice Error
To resolve this invoice error, we need to determine why the difference exists. To do that, we need to keep in mind the matched total and the invoiced total. Since these are different in this case, we can assume an allocation was made. To confirm that, we can look in the Account Breakdown section between the matched total and invoiced total. The $45.38 difference was allocated to account 103365.
To get this error fixed, have the accounting team make the appropriate adjustment. In this case, this accounting team needs to credit the inventory account and debit the allocation account in the amount of $45.38.
To get this message to the accounting team, use the Edit button to add a note and assign the error to a member of the accounting team. Being that journal entries are matched based on an exact match between the invoice number and reference number, have accounting use the invoice number as the reference number to avoid having to match these yourself.