Invoicing with Dual Definition: recommended workflowLast updated on 11/03/2021
Dual Definition restructures the impact of job related PO’s. This definition does not impact regular POs such as replenishment, etc.
Things to know
Behavior without Dual Enabled - Job PO’s containing inventory parts will increase the amount of units On Order at the assigned inventory location. When Received, the receipt will reduce the amount On Order and Increase the amount On Hand. Anytime that item is used on a job, that item is added to the invoice to reduce the inventory On Hand.
Behavior with Dual Enabled - Job POs with inventory parts will treat the inventory parts as non-inventory. This means that the PO won’t affect the amount “On Order” at that assigned inventory location. When the PO is received, the receipt will also not impact inventory. The item is purchased solely with the intention of being used on the job right away.
Dual Definition prevents the system from inventorying job specific purchases.
Using the wrong workflow can result in consistent dips in inventory.
Purchasing and Invoicing with Dual Definition
While dual definition is enabled, items on the job PO should NOT be added to the invoice UNLESS additional units of those items were used that already existed on hand. For example, the tech needs 3 units of widget A to complete the job. They see that the warehouse has one on hand so they create a job PO for two more units. The tech will only add ONE unit to the invoice since that unit is removed from current inventory. The other two units will not be added to the invoice.
In general, If an item is inventoried and is acquired on a Job PO, the only reason it needs to be added to the invoice when Dual is off, is because the PO increases inventory, therefore it also needs to be on the invoice to decrease inventory. With Dual, the Job PO never increments inventory, so there’s no need to decrease it with the invoice.
To purchase and invoice with Dual Definition:
Create Job Po for items not on hand.
Receive only what is being used on the job (this will get added to the job’s costing flyout).
Edit the PO to reflect the accurate quantities if certain items are no longer needed or being purchased for that job.
Once the job is completed, only add items to the invoice that were *not* tied to the job PO.
Review Job Costing Flyout from the invoice to ensure total cost is accurate.
Important note: Some features may not be currently included in your account and additional configuration may be required. Please contact technical support for details.