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Duplicate invoice amount prompt

Karina Shalevski

I know that Reckon will prompt when the same invoice number is keyed in which is great but sometimes I key in Proforma Invoice which is a different number to the invoice and have double paid invoices. Is there a way Reckon can prompt if the same amount with that supplier has been keyed in.

Comments

Kwikbooks (Professional Partner)

Hi Karina

Are you using the sales order as your Proforma invoice? Then yes, go to preferences>sales,tick warn duplicate sales orders.

Jacqui Allen

I presume you are referring to a bill, I would simply add say "**" to the end of the bill number ie 5858**, which would act as a reminder to you that this is a Pro-forma, and review these prior to preparing management & BAS reports a simple search 5858 would reveal any bills entered.

Karina Shalevski

It's more so the amount being the same that I would like to be prompted. Because the Proforma Number is different to the Invoice Number and sometimes I key in the Proforma a couple of weeks before the Invoice when the goods arrive and I have accidently paid a few twice.

Karina Shalevski

No I only enter bills. So I want a warning that says "duplicate amount"

Kwikbooks (Professional Partner)

Ok, lets work through this, you are talking a proforma invoice you enter when the stock arrives from a supplier but before the supplier invoice arrives.

You said the proforma invoice has a different number, Are you entering this proforma invoice using it's number as an invoice to enter the arriving stock, then entering the tax invoice when it arrives with a different number?

You can use purchase orders! Enter a P/O for arriving stock on proforma invoice, this enters the stock, you can mark it received, and later when the tax invoice arrives, when you enter the bill it finds the P/O (proforma invoice) and creates the bill from this, linking the 2 together, marking P/O received in full, and a P/O will never come up in the bills to pay so there is no confusion. And you can tick the box to warn you if you duplicate a P/O as well.

Paying an invoice twice will never happen if using Purchase orders for proforma invoice

Karina Shalevski

Thanks that sounds good. I have just had a look though and when I key in the Purchase Order the item number can only be selected as cash on hand, debtors or gst however doesn't allow me to key in the expense code. So I am a little confused.

Kwikbooks (Professional Partner)

Hi Karina

send me some screenshots and email or call me.. Kim@kwikbooks.com.au 0429 305 300