Version: eXtendPS-DE 1.3.3 and above
Audience: Administrator, User

Overview

In certain scenarios, partial invoices for the same purchase order are sent over a time period. eXtendPS-DE manages these situations by enabling the configuration of a waiting period for invoice processing to receive the remaining invoices before proceeding. Once all invoices are received and the total sum is within tolerance limits, the vendor bills will then be generated.

This allows:
  • Handling cases where multiple partial invoices are sent from the vendor the same purchase order.
  • Handling tolerance issues in cases where the individual invoice totals are less than the purchase order amount.

Configuration

From an Administrator login, specify the number of days you wish to wait for additional invoice(s) in the case of a partial invoice response being received from your vendor on the eXtendPS-DE Setup page at eXtendTech → eXtendPS-DE → Setup.

You can configure this value in the WAITING TIME FOR MULTIPLE INVOICE(IN DAYS) field on the Invoice subtab.
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Bill Generation with Multiple Invoices

  1. When will the invoice response wait for processing?
    If the incoming invoice is partial (i.e., its amount is less than the purchase order's total, including tolerance), and the invoice response record is processed within the waiting period specified in the WAITING TIME FOR MULTIPLE INVOICE(IN DAYS) field on the eXtendPS-DE Setup page, then the invoice response record will not be processed. Instead, a MULTIPLE_INVOICE_WAITING error will be logged.

    eXtendPS-DE invoice processing will pause for additional invoices if the following conditions are met:
    1. The invoice amount is less than the purchase order amount, taking into account any set tolerances.
    2. The time between receiving the invoice and processing days falls within the period specified in the WAITING TIME FOR MULTIPLE INVOICE(IN DAYS) field.
    3. If multiple invoices are received, the system will compare the sum of all invoice totals to the purchase order amount. If the total is less, it will wait for more invoices, considering any tolerance amounts if enabled.
  2. How will vendor bills be generated for these invoices? 
    1. A vendor bill will be generated for each received invoice.
    2. Once all invoices for the purchase order are received, the invoice records will be processed. This happens if the total amount for all invoice response records equals the purchase order (or is within the tolerance limit, if applicable).
    3. If the line items in the invoice response record match those on the purchase order record, the vendor bill will be generated based on the invoice response record, including item rates and quantities.
    4. Conversely, if the line items in the invoice response record do not match those on the purchase order record, the vendor bill will be generated using the purchase order's first item. Any differences in the amount after adding the first line will be added as a markup item on the vendor bill record.

FAQ

Q: What is the purpose of the waiting period in eXtendPS-DE's invoice service?

A: The waiting period allows the system to wait for all invoices related to a single purchase order before generating vendor bills. This is useful in scenarios where multiple partial invoices are sent over a time period.

Q: How can I configure the waiting period?

A: As an Administrator, you can specify the waiting period by entering the number of days in the 'WAITING TIME FOR MULTIPLE INVOICE(IN DAYS)' field. This can be found on the eXtendPS-DE Setup page under 'Invoice' subtab.

Q: What happens if the invoice amount is less than the purchase order amount?

A: If the invoice amount is less than the purchase order amount (including any set tolerances), and the invoice is received within the specified waiting period, the system will not process the invoice. Instead, it will log a 'MULTIPLE_INVOICE_WAITING' error and wait for additional invoices.

Q: How are vendor bills generated when multiple invoices are received?

A: A vendor bill will be generated for each received invoice. Once all invoices for the purchase order are received and the total amount is within the set tolerance, the invoice records will be processed. If the line items on the invoice match those on the purchase order, the vendor bill will reflect the invoice record's item rates and quantities. If they do not match, the vendor bill will be generated using the purchase order's first item, and any differences in amount will be added as a markup item on the vendor bill record.