Understanding Missing PO And Packing Slip Proxy Requests

Updated on May 31, 2024

Overview

Sending A Missing PO Request (Accounts Payable)

Responding To A Missing PO Request (Requestor)

Processing a Receipt from the Proxy Packing Slip (Receiver)

Processing a Voucher from the Invoice (Accounts Payable)

Voucher Ready to Push to an ERP or by Export (AP Management)


Missing PO and Proxy Packing Slip

Sometimes a user receives an Invoice but does not know what PO the invoice is for and there is no matched receipt available for that invoice.
 

When this occurs the user can send another user a request for more detail on the invoice. Either the Req number PO number is needed to continue processing the invoice.

Scenarios For The Requester When Responding To This Request:

  • If the Requester had previously submitted a cart for this order they can reply to the request with the Req Number so the invoice can be processed.
  • If the Requester had previously submitted a cart for this order and a Buyer had already confirmed the order, they can reply to the request with the PO Number so the invoice can be processed.
  • If the Requester purchased the item(s) outside of Prendio, they can reply to the request by creating a cart, and then responding again with the Req number.

When a PO and Receipt are not available the invoice is used as a Proxy Packing Slip in lieu of an actual PO and Receipt.

When Prendio creates a Proxy Packing Slip it saves a copy of the Scanned Invoice and adds a folio in red to the bottom of that copy similar to this:


 

The Proxy Packing Slip is then used as a Receipt for the order.

The process of the Accounts Payable User requesting a proxy and the Requester responding is detailed below.

Prerequisite: Pop-ups must be enabled for the Prendio website to complete this process.

 


Sending A Missing PO Request:

In the Scan Match window, select the invoice and add in the invoice details including the Invoice Number, Invoice Date, Invoice Amount, and any Tax or Freight:

 
Since the PO Number is not known select the box below:
 
Checking this box enables a pulldown menu where the user can select which Prendio User to send the request to:
 
Done, Next is then selected to send the request to the user selected:
 

Responding To A Missing PO Request:

The selected user receives a Missing PO Notification on their Dashboard:

 

That user also receives a Missing PO Email Notification:

 

The requester can either click on the Dashboard Notification or click on the link in the Email Notification to respond to this request.

This will open the Missing PO# and Packing Slip window.

Note: As explained earlier if the Req or PO Number are available, the Requester could enter this information in the Req or PO: field and then press Done:

 

If a PO or Req Number is not available a user can create a new cart.  Select New cart:

 

Select OK on the Confirmation prompt that appears.  Note: The prompt lets the Requester know that they will need to return to this window to enter the cart number after the new cart is submitted:

 

Creating The New Cart

A new cart window is opened.  Note the Cart Number as it will be needed later.  The Order Type for these types of orders is Previously Invoiced:

 

 

Complete all of the required fields for this order, then select Submit Cart:

 

After submitting the cart the user returns to the Dashboard and clicks on the Missing PO Notification.  The link in the Email Notification can also be used for this step.  This will again open the Missing PO# and Packing Slip window:

 

Add an A to the Cart Number noted from the new cart that was created.  This will be the Req # to add in the Req or PO#: field. In this example 611A is entered.  Prendio locates the user that created the PO, Supplier name, and PO Amount:

 
Confirm that the details of the invoice are correct and that a Proxy Packing Slip can be processed.  A date via Date Received can be added to indicate the delivery date for an order. If Date Received is left blank, Prendio will automatically note the date the user Confirms the proxy request as the Date Received. A user with the Receiver role can make adjustments when processing the proxy packing slip into a Receipt:
Select Done when complete.
 
 

 

Please note that if this order exceeded the Requester's Spending Limit, the order will need to go through approvals before continuing:

 


Processing a Receipt from the Proxy Packing Slip

Receiver > Receipts

Prendio assigns a PO Number (PO #7350 in the example below) and the Receipt # is N/A Proxy on file:

 

 

In the Actions column, select the View (eyeball) to create the receipt:

 

Add the Quantity or Amount (pricing) via Qty Received or Received.  If there are multiple lines, complete as needed:

 

Once complete, select Done, Next:

 

Prendio returns the user to the Receipts tab.  The Receipt # is now 1 N/A Proxy on file and the Receipt Status is now Created:

 

 


Processing a Voucher from the Invoice

Accounts Payable > Vouchers:

The Available Receipts column for the PO now displays Proxy Complete Rec1.  The Voucher Status is Pending:

 
 In the Actions column, select View (eyeball icon) to create the voucher:

 

Check the Receipt box. Multiple Receipt boxes can be selected if necessary.  Add any Tax or Freight noted on the Invoice.  Once complete, select Done, OK to Pay:

 


Voucher Ready to Push to an ERP or by Export

AP Management > AP Push

After a voucher is created in Accounts Payable, the voucher moves to AP Push of AP Management ready to push to an ERP system or by Export: