Importing Invoices From Fidesic into the Purchasing Module in GP

Intro

This process is designed around splitting up invoices into two categories, invoices WITH PO numbers, and Invoices WITHOUT PO numbers.

Invoices with PO numbers will only appear for import into the Purchasing Import window. This process is documented below.

Invoices without PO numbers will appear on the import window in standard payables import processing. This process is overviewed in this article: Import Payables Invoices Help Guide

Overview

With version 18.6.5 or later of the Fidesic add-in for GP, each invoice line comes into GP on its own PO and PO line, as matched in Fidesic. An invoice that bills several POs imports as one Purchasing document. Each PO line keeps its item, unit of measure, site, tax schedule and accounts from GP; the quantity and cost come from the invoice.

Which document is created

The add-in picks the document type for you:

Purchasing Invoice (Enter/Match Invoices) when every PO line on the invoice has a posted shipment left to match.
Shipment/Invoice when none of them does, so the goods are received and invoiced together.

An invoice that mixes received and unreceived PO lines fails, so it can be split or the goods received first.

When your warehouse receives in GP

If your warehouse posts receipts in GP, turn on Receiving Happens in GP under Settings → Company → Preferences, in Purchase Orders. GP import then matches each PO invoice to its posted receipt, and fails one whose goods aren't received yet instead of receiving them itself. It needs add-in 18.6.5 or later; an older add-in ignores it.

Checks before anything is created

Nothing is created in GP until every line passes. An invoice fails import, with a message on the invoice in Fidesic, when:

a PO isn't in this company, is for another vendor or currency, is on hold, or has an unposted prepayment;
a PO line is Closed or Canceled, for example "PO 1003 line 16384 is Closed.";
the invoice bills more of a PO line than is left to receive or match. This applies even where GP would allow over-receipt;
a PO still needs approval in GP (Workflow, PO Enhancements approvals or commitments);
on a Shipment/Invoice, a PO line is for a serial- or lot-tracked item, since the import carries no serial or lot numbers.

Fix the cause in GP or Fidesic, then import the invoice again.

Price differences

When an invoice line's price differs from its PO line, the line imports at the invoice's price and GP posts the difference as a purchase price variance. Each difference is listed in the receipt's note, for example "PO 1001 line 16384: invoice $5.25, PO $5.00", which you can open from Receivings Transaction Entry or Purchasing Invoice Entry.

Lines that aren't on a PO

A line with no PO imports as a non-inventory line on the line's account in Fidesic, or the vendor's purchases account when it has none. GP's Purchase Order Processing Setup must allow receiving without a PO.

Standard Process

PO Creation

The first step in this process is the standard PO creation process within GP. If you are unfamiliar with this process please refer to GP documentation. Make sure to note the PO number, amount, and vendor if you are testing this process.

Invoice Creation/Capture within Fidesic

An invoice will be captured or entered into Fidesic using the standard process. If testing, make sure the invoice's lines are matched to the PO's lines in Fidesic, for the same vendor.

Importing Purchasing Invoices

Withing GP select Purchasing Batches.

Enter a BatchID and Select Purchasing Transaction Entry as your origin.

Then select Get Fidesic Vouchers

After importing, you can pull up the purchasing transaction to check each line's PO, and read the receipt note for any price differences.

This invoice is now ready to post as if it was entered directly into GP.