Accounting cases / Compare Invoices

This section helps to identify and solve different cases focused on multi-app companies.

Differences Pending invoices vs Deposit page

When you work with a master server structure, our deposit page makes a remote call to the connected applications, such as the farm or the trading company.

However, the balances of the accounts in accounting reports, where you find the pending invoices/outstanding invoices, do not make a remote call to the connected applications, such as the farm or trading company.

It's possible that you have an outstanding balance in the accounting report, but that the amount is not showing up on the deposit page. This can mean:

  • Un-invoiced POs in Farm or Trading Apps

  • POs never loaded in Farm or Trading Apps

The invoicing process for Multi app companies may get affected by internet time-outs, causing un-invoiced POs, not synched POs, and differences in values, for example. The following sections document how to identify and solve these specific cases.

Un-invoiced POs in Trading

How do I identify them?

You can check different ways to identify them. Here, we explain three.

1. Search Purchase Orders

Log in to the trading app you want to revise and follow the next steps:

Go to: Customers/ Sales/ Search Purchase Orders

Please, make use of the following filters:

Start Date and End Date: Select a search range of time.

Invoiced?: Set this filter to Not Invoice

Then, make sure the option Purchase Order Results option is selected and press the SEARCH button.

It will load all the POs without an invoice. You can identify them by the text N/A in the column Invoice which means the PO does not have an invoice ID.

2. Compare Master/Trading Totals Reports

To review this report you need to log in to the master application.

Go to: Reports/ Accounting Reports

Please, select the report Compare Trading option from the drop-down menu located on the left side of the page.

Use the date filters to set a search range and click on the Generate Report button. It will show all the POs created during that search range.

Please, locate the column Trading Invoice, PO without an invoice ID will appear as marked.

  1. You can invoice your PO by rolling back the PO in master and invoice again. This reinvoicing process will fire the script again.

  2. The PO can be invoiced from the PO page of that specific PO by pressing the Create Invoice button.

Please, contact the Unosof team in case you cannot roll back your PO in master or invoice the PO directly.

3. Email Multiple Invoices

Another way to check these cases is the visualization of the module used to send invoices to the client.

pageEmail Multiple Invoices

Entries shown in grey with the message INVOICE NOT UPLOADED/PDF NOT GENERATED warn you about un-invoiced POs.

POs never loaded in Trading Apps

How to identify them

Go to: Reports/ Accounting Reports

Please, select the report Compare Trading or Compare NAT Trading option from the drop-down menu located on the left side of the page. Then, click on the green Generate Report button.

It will display all PO created during a range of time. POs never loaded to Trading Apps in the invoicing process appear highlighted in red.

Please, contact the UNOSOF team for these types of cases. They would proceed to synchronize the POs.

How to solve them?

Tip: You can execute these steps directly in your browser, or followup them up in a notepad file.

Go to the PO page of the specific invoice by opening the order that does not appear on the make deposit page. Then, identify your GU_Purchase Order ID in the URL link.

Once you have identified the GU_purchase order ID, paste that somewhere temporarily. E873472CCEB248C79DB1BC8FFAEC8700

Click now in the browser or notepad, and type after the .com the following text: /index.cfm?event=purchaseOrder.generateInvoice&gu_purchaseorder=

Your link would look as follows: https://test.unosof.com/index.cfm?event=purchaseOrder.generateInvoice&gu_purchaseorder=

Paste the GU_purchase order ID after the = your link would look as follows: https://test.unosof.com/index.cfm?event=purchaseOrder.generateInvoice&gu_purchaseorder=E873472CCEB248C79DB1BC8FFAEC8700

Paste the following text: &returnEvent=Invoices.Form after the GU_ID: E873472CCEB248C79DB1BC8FFAEC8700 your link would look as follows: https://test.unosof.com/index.cfm?event=purchaseOrder.generateInvoice&gu_purchaseorder=E873472CCEB248C79DB1BC8FFAEC8700&returnEvent=Invoices.Form

Run the link, this shall fire a script that we re-invoice the PO and make a new remote call to the farm or trading to push in the PO and Invoice.

If you did these 6 steps correctly, you successfully solved the problem and the outstanding invoice amount shall be matching with the deposit page.

Differences in Tradings vs Master Apps

How to identify them

Go to: Reports/ Accounting Reports

Method 1. Compare Master/Trading Totals

Please, select the report Compare Master/Trading Totals option from the drop-down menu located on the left side of the page. Then, click on the green Generate Report button.

It will display all PO created during a range of time. Please, focus on the following columns:

  • DIFF. : Show the difference in USD between the Master and the Trading app.

  • DIFF2: Show differences in Stems between the Master and the Trading app.

Negative values mean that the USD or Stem values in Trading are lower than in the Master. Positive values mean the USD Stem values are higher in Trading than in the Master.

Method 2. Compare Trading Values

Please, select the report Compare Trading Values option from the drop-down menu located on the left side of the page. Use the filters for dates to search for a specific time range.

Then, click on the green Generate Report button.

The report displays invoices with differences in USD and stems values only between Master and Trading. See the following picture to have a better idea of how to recognize the differences between Master and Trading apps. Focus and compare the columns Master Amount against the column Trading Amount, and do the same thing with the columns Master Stems and Trading Stems.

Note in the example below the value in the trading app is lower than the master.

Solution: Roll back and delete the POs in the trading company and refire the invoice script from the master. This process will balance up the values between the master and trading.

Go to the invoice script to refire the invoicing process.

Differences in Master vs Farm apps

How to Identify them

Go to: Reports/ Accounting Reports in the master app.

Compare ECN Invoice %

Please, select the report Compare Compare ECN % option from the drop-down menu on the left side of the page. Then, click on the green Generate Report button.

Locate the column % and check if there is any invoice with values on the farm level that exceed the master value.

Hint: Make one click on the header to reorder from lowest to highest, and a second click to order from highest to lowest.

Solution: In case, the farm invoice with the difference is authorized, please, contact the UNOSOF team for further investigation.

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