We have several invoice come in for processing but do not reference a PO number. If I could add a PO number after the initial entry, I could process the invoice out for approval immediately. With the current settings, I have to wait until I receive a PO number before I can enter the invoice into the approval system. This causes a delay in approval which could result in a late payment to my vendor.
Guest
| Company | Alexander Metals Inc. |
| Job Title / Role | Vice President / Controller |
| I need it... | 12 months |
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In a company that is really using the PO system as a method to control purchasing, if you route an invoice for approval without attaching the PO#, then how does the approver know that the items were really what was wanted? If you were to enter the invoice as you would a one-step PO then this would result in extra data entry and possibly additional errors, especially if something was shipped was not the correct item on the PO.
I would almost say that you need to look into the reason why there is not a PO on the invoice. Was one not provided at the time of purchase? Is this a catch-up PO (had to have it now, I will get a PO later)? Or a vendor issue. While I understand your pain and your desire to pay things as soon as possible, I think that not matching to the PO before routing a dollar figure to put on a check is not a best practice for accounting. It may seem to make sense on the surface, but ...