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When we enter an invoice using a purchase order. If there not enough funds on the PO to clear the invoices, the system is suppose to warn us that the the PO balance is not enough to clear the invoice.
It is not giving us a warning. There fore it is letting us paid more than the PO was written for. That is a BIG NO No. with our company.
This is one that i was actually doing today and I caught that there was not enough funds. This one is small, but we have some from 7.99 all the way to 405.45. 
What can we do to make sure this does not happen anymore.



Good afternoon Linda – the example you provided (thank you) showed just $.47 difference, which I would guess was tax rounding.  Spectrum validates to the dollars before tax because your vendor’s program may calculate tax differently than Spectrum (total invoice vs individual items).  I’d like to review the larger ones you refer to so we can research those – yes Spectrum should warn you when any AP invoice from PO exceeds the PO amount.




Created: 4/4/2016 7:15:28 AM
Please see the second example attached.  The problem is that the PO Balance when when it shows on the entry screen already has the tax calculated in the balance.
But you are saying that the net before tax is what is used to warn us of an over paid PO.That would make Purchase orders a waste, because they set the budget on the cost of the job.
Something must have changed since 12/15. Because this was not an issue.  It is very much an issue now.
This example is paid over bu $440.82, but could have been paid over more. 
That is very scary.
Thank you and let us know what you come up with.

Geoff,  They keep telling me that the system will warn us, But it does NOT.   The PO Balance includes the sales tax, but when we enter it, it uses the net line before sales tax and then I add the sales tax and it does pay over WITHOUT a warning.

Now they want me to call them next time it happens. I am the Accounting Manager and I am not usually the one that enters invoices. But I started doing it to see for myself that it would pay over and not stop us.  Our A/P clerks are saying that it is not warning us.  Now I agree.