Allocation of Supplier Invoice to GR
We have several shopping carts set up for long-term services, and we process a GR from the shopping cart when each portion of the service is delivered – e.g. for temporary staff we might have a cart for 100 days at £150 per day, and then we do a GR for the number of days worked at the end of each week. We use the “Delivery Note ID” field to enter in the date that the services relate to – e.g. “5 days for w/e 6th May”.
When the staff agency sends in their invoice, I want to be sure that it is matched to the correct GR – however, SAP just allocates the invoice according to the oldest GR first. We then frequently end up in a situation where we have more invoice days than GR’d days and have to do a manual reconciliation to work out where the discrepancy lies – i.e. which days/weeks have not yet had a GR processed but for which an Invoice has been received (or vice versa).
My question is this – when the invoice is processed to the ledger, is it possible for the invoice processor to see the GR’s that have been processed and manually allocate the invoice to the correct GR (i.e. over-ride the automatic allocation from SAP)? If that is not possible, is it possible for the automated allocation from SAP to be later corrected manually, before the invoice is paid and before GR/IR clearing is run?
Or maybe we are just going about this in completely the wrong way, and there is a much better process we should be using for shopping carts and invoices of this type?
I’d be grateful for any insight.