Purchase waybill difference account 

 

The need for a purchase waybill difference account comes from the difference between the amount of the bill of lading and the amount of the invoice. There can be three types of transactions related to the invoice and delivery note:

  1. Invoice dispatched and delivered – invoice waybill (the customer has to pay and has received the goods).
  2. Invoiced but not delivered – invoice (the customer has to pay but the goods were delivered earlier or will be delivered in the future).
  3. Delivered but no invoice – waybill (means that the customer only received the goods, the waybill will be used to issue an invoice on a later date).

The reason for the difference is that the goods have been dispatched to the customer but the invoice is sent later. 

It may happen that the amount of the waybill is smaller than the amount of the invoice. For example, the customer receives a waybill for €105 and an invoice for €110 arrives later. In such a case, the supplier has invoiced for more than the amount of the goods shipped.

Hence the second case – the waybill is for €105 but the invoice is for €100. Here, the sum on the customer’s invoice is smaller. In this case, the inventory value on the waybill is €105 but the amount of the purchase invoice is €110 (€5 transport). The solution is to add the additional costs (in this case the transport costs) to the purchase order. The bill of lading determines the purchase value of the goods, i.e. the purchase price, and not the invoice if transport is shown as a separate line on the invoice. 

Here lies the reason why transport costs are not included on the waybill – to do this, the waybill needs to be opened separately and a separate transport amount is to be added. 

 

Purchase waybill difference account report

 

To see the differences between the purchase order and the invoice, it is possible to use the Purchase waybill difference account. You can read about configuring a purchase waybill difference account here.  

If you want to see a report of the purchase waybill difference account, add a new report under the saved reports to make it easier to view.

Search for “Parameters for Report Generator Saved Reports” on the homepage

  1. Add a new line
  2. Fill in the fields:
  • Name: write the desired name for the report (For example, “Purchase waybills difference account totals”)
  • Value:

{“parameters”:[{“rules”:[{“tableName”:”TRANSACTION_ENTRY_DATE”,”fieldName”:”YEAR”,”referenceType”:”IN”,”value”:”2022″,”filterName”:” “}],”index”:0},{“rules”:[{“tableName”:”ACCOUNT_ENTRY”,”fieldName”:”ACCOUNT_ID”,”referenceType”:”IN”,”value”:””,” filterName”:””}],”index”:1}],”additionalColumns”:””,”storeParameters”:””,”outputLayout”:””,”limit”:””,”start”:”” ,”summaryRowField”:””,”groupByFinal”:””,”organizationIds”:””,”tables”:”TRANSACTION_ENTRY|ACCOUNT_ENTRY|TRANSACTION_ENTRY_DATE”,”output”:”TRANSACTION_ENTRY.TRANSACTION_ENTITY_ID|TRANSACTION_ENTRY.TYPE_CODE|ACCOUNT_ENTRY.DEBIT_CREDIT_SUM_TYPE |ACCOUNT_ENTRY.DEBIT_SUM|ACCOUNT_ENTRY.CREDIT_SUM”,”groupBy”:”TRANSACTION_ENTRY.TYPE_CODE|TRANSACTION_ENTRY.TRANSACTION_ENTITY_ID”}

  • Type: enter the type of report, for example “Invoices”
  • Save

Next, you can open the saved report by going to Reports -> Report generator -> Custom Reports and selecting the corresponding report from there. 

NB! Make sure to select the correct account under the second parameter (General ledger.Account (ID))!

Now all you need to do is press “Search” and the corresponding report will be displayed. If there is a number instead of the supplier’s name, press the “Search” button again.

Displayed Report Columns:

  • Purchase invoices go to the debit column.
  • Purchase waybills go to the credit column.
  • DebitCredit column = debit – credit

Interpretation of the DebitCredit cell:

  •  If the value is negative, it means that the credit is greater, so in theory the supplier has not sent invoices in this amount (i.e. some purchase invoices are unpaid)
  •  If the value is positive, it means that the supplier has sent more invoices than he/she has sent out goods for. The reason may also be that some transport costs are not included on the purchase consignment note.

 

Comparison based on the purchase waybill

 

If you want to make comparisons based on the purchase waybills page, you need to add a new line under “Parameters for Report Generator Saved Reports”:

  • Name: write the desired name for the report (for example, “Comparison based on purchase order sheet”)
  • Value:

{“parameters”:[{“rules”:[{“tableName”:”DOCUMENT”,”fieldName”:”TYPE_CODE”,”referenceType”:”IN”,”value”:”DOCUMENT_PURCHASE_WAYBILL”,”filterName”:” “}],”index”:0},{“rules”:[{“tableName”:”DOCUMENT_SEARCH_INDEX”,”fieldName”:”YEAR”,”referenceType”:”IN”,”value”:”2022″, “filterName”:””}],”index”:1},{“rules”:[{“tableName”:”DOCUMENT_SEARCH_INDEX”,”fieldName”:”MONTH”,”referenceType”:”IN”,”value” :”10″,”filterName”:””}],”index”:2},{“rules”:[{“tableName”:”DOCUMENT”,”fieldName”:”DEL_DATETIME”,”referenceType”:”IS_NULL “,”value”:null,”filterName”:””}],”index”:3},{“rules”:[{“tableName”:”DOCUMENT”,”fieldName”:”partner_document_id”,”referenceType” :”NOT_NULL”,”value”:””,”filterName”:””}],”index”:4}],”additionalColumns”:””,”storeParameters”:””,”outputLayout”:””, “limit”:””,”start”:””,”summaryRowField”:””,”groupByFinal”:””,”organisationIds”:””,”tables”:”DOCUMENT|ENTITY|DOCUMENT_SEARCH_INDEX”,”output” :”DOCUMENT.ID|ENTITY.BILLING_NAME|DOCUMENT.NUMBER|DOCUMENT.SUM_NO_VAT|DOCUMENT.SUM_WITH_VAT|DOCUMENT.DOCUMENT_BASE _PURCHASE_DOCUMENT_SUM|DOCUMENT.DOCUMENT_BASE_PURCHASE_SUM_FROM_CLEARING|DOCUMENT.TYPE_CODE|DOCUMENT.DATETIME”,”groupBy”:””}

  • Type: enter the type of report, for example “Invoices”
  • Save

 You can see the report again if you go to Reports -> Report generator -> Custom reports and open the corresponding report from there.