Hello Team,
We’ve noticed that POs in our system are still showing as unpaid, even though the corresponding invoices have been fully paid and there is no remaining balance under the AP list.
For example, PO 2616.1:
Related paid invoice details can be found below
Could you please advise if we might be missing any steps that could cause this issue, resulting in the PO remaining open in the system?
Thank you for your help.
Regards,
Mahtab
Hi Mahtab,
I was able to login and review voucher 2236. I can see where you’re referencing PO 2616.1 on a split, but when I scroll down to the attached POs section the PO is not actually attached to the voucher, which is why it is not showing as vouchered when you look at the PO.
Regards,
Cetec ERP Support
Hi Support Team,
Thanks you for following up on this. Is there a way that we can fix these POs which still shows unpaid in our system.
Regards,
Mahtab
Hello Support Team,
After reviewing the AP list, I noticed that approximately 90% of the POs are showing outstanding amounts, even though the AP processing for these items has already been completed. I conducted an initial review and identified several potential causes for these discrepancies:
Before we proceed to the next steps, I would appreciate your guidance on the following:
Impact Assessment
Could you please confirm whether these issues have any critical impact on related processes, other system reports, or future transactions? Are there any potential consequences we should be aware of?
Recommended Resolution Approach
If these issues require correction, my assumption is that each case must be addressed individually due to the varying scenarios involved. Please advise if this is correct or if any alternative solutions exist for a more streamlined or bulk adjustment.
Training & Documentation
If you have any comprehensive documentation, training materials, or video tutorials that could help prevent such issues going forward, kindly share them with us.
Thank you in advance for your assistance and continued support. I look forward to your guidance.
Regards,
Mahtab
Hi Mahtab,
There is a bit here, and you may benefit from a consulting call to go through some of these bullet points more in depth. Consulting calls are considered billable, but I can coordinate that if needed. For now I will speak to what I can and include some training resourcing.
I would recommend attaching your PO line receipts to your vouchers that way you can get your 3 way match. It also means you can run the PO list by unvouchered receipts so you can see what’s been purchased, but not invoice yet by your vendors. This guide includes the process for attaching receipts How To Enter a Voucher . You can add multiple POs/Receipts to a single voucher and also apply a single payment to multiple vouchers.
For correctly these I’d probably start with cleaning these up manually. Hopefully a good amount of these you can go through an simply attach the receipts to the vouchers, some you may need to reopen the voucher to attach them. It could get a little trickier if your GL Lock date prevents from doing transactions. Help with this might require call with one of our Cetec accounting consultants.
Training documentation: Entering prepayments might be useful for you if you need to enter want to apply a partial amount of a PO to a specific vendor invoice How To Process a Vendor Prepayment .
Hello Dear Support Team,
Thank you very much for the quick response and for following up on this matter.
I appreciate your informative and helpful comments. I will review everything internally with my team to plan the next steps, and I will get back to you with an update.
Regards,
Mahtab
Hello support,
I would like to provide an update on the progress we have made so far:
Our team is now entering new vouchers correctly by following the required steps and linking them to the corresponding PO receipts.
We have manually cleaned up all unpaid/open vouchers related to October and November and attached the appropriate receipts wherever possible.
However, we are encountering the following challenges and would appreciate your guidance to ensure we continue the process correctly.
Vendor invoices include prices with only 2 decimal places, while our PO unit prices and receipts are set to 4 decimal places to accommodate very low unit costs (e.g., $0.007 per part).
As a result, after completing a voucher, we often encounter discrepancies in amounts caused by rounding across multiple receipts.
Example:
Voucher ID: 2815
To resolve these discrepancies, we have been using Add Break to insert a line with the discrepancy amount so the voucher total matches the vendor invoice.
Please advise whether this approach is acceptable or if it may cause issues in the other modules’ system that we are not aware of.
Additionally, please confirm if there is a system configuration we may be missing that could prevent or automatically handle this rounding issue.
When a freight charge is missed during PO creation and is added later by reopening and editing the PO—so that it matches the vendor invoice and voucher—the freight amount always appears as a negative value in the Unpaid / Unvouchered section.
Example:
Voucher ID: 2843
PO: 3782.1
Please advise on why this is happening, and whether we are missing a specific step or configuration to ensure freight is processed correctly.
We appreciate your continued support and look forward to your guidance on these issues.
Regards,
Mahtab
