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Mixed Question

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Si Sri Ana

Hi Adaco team, 

I have a few question that i need help with

  • I need to be able to make some changes in locations even after period inventory is closed in all location. In example, to change for GL code, adding credit invoice, fixing discrepancies/typo in the invoice number. In some cases, there is mistake in entering the quantity and receiving unit (not the price) that need to be fix even if the total received cost is the same, since it will impact the inventory cost. For that specific product.

Case example, I cannot add a credit adjustment invoice. It’s locked. Sometimes the credit does not come months after. Especially when the situation of an operational invoice, some repairs need to be pre-paid, and the service took more than 1 month to finished. When there are changes happen at the end of the service i.e., cost become lower, we need to enter a credit adjustment.

  • Sometimes we need to change GL and sometimes we need to change the single outlet, is it possible to do it after PO was created or already been received?
  • Is it possible for PO to show cost amount in both EURO and USD when there is an international invoice that need conversion when we printed the PO?

below is sample when po was created for 2 different currency

below is sample how PO will look when ready to be printed all is showing in Euro only

  • Is it possible for us to have choice of the way entering the discount, in percentage or in $ value? Sometimes the discount comes as $ value not based on percentage, even if we tried to make the percentage
  • Can we please have more letters amount cap for comment section when creating Purchase order and when creating new vendor/s, the vendor’s name section.

Thank you

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Kay Capell

Ana, 

Good day! You've got a few different questions here that I am going to do my best to walk through each answer. In future, please submit each question separately which will also allow you to search in this area by topic.

  1. You can make any changes needed to location and guides as long as the period inventory is not OPEN.  Some documentation to assist Adaco: Guide Details – Fourth & HotSchedules Customer Success Portal, and Adaco: Property Setup: Location – Fourth & HotSchedules Customer Success Portal
  2. You can amend any receiving under "Receiving Corrections". Adaco: Entering Receiving Corrections – Fourth & HotSchedules Customer Success Portal
  3. If the invoice has already been exported you can "restore" them from the log, you just want to make sure that you remove the transaction from your financial system before you export the invoice again.  Adaco: Accounts Payable Interface – Fourth & HotSchedules Customer Success Portal
  4. Credits should be handled as outlined in this documentation Adaco: Creating a Return Order – Fourth & HotSchedules Customer Success Portal
  5. PO's cannot be shown in dual currency. This would need to be raised with your Fourth Contact for a "custom po" which is chargeable. Purchase Orders are generated in the currency of the vendor, then received in the default currency of your adaco instance.
  6. Discounts can be applied to the entire PO as outlined in this documentation Adaco: Purchase Order Details – Fourth & HotSchedules Customer Success Portal. When a discount on a single item on a PO it's best practice just to amend the received cost.
  7. For the "comment section" on a PO, outlined here Adaco: Purchase Order Details – Fourth & HotSchedules Customer Success Portal, the field is a drop down with 2000 characters available.

Please let us know if you have any further questions!

Kay Capell

Si Sri Ana

Hi,

Thank you for the response,

This answer regarding about making changes after PO was received and exported when period inventory closed does not help me. I restore it already but still cannot change the account. The situation is this invoice was in inventory period 9. Somehow, we are locked out. And cannot make any changes after the inventory period closed. Which we need to make some approved adjustment. This being “locked out” also make us cannot add credit invoice in the same PO once inventory is closed which are also part of my question. If I am not mistaken, we are (Property Admin) are being restricted in some of our property to make changes after inventory is closed.

See picture provided below.

Please kindly advise, this “locked out” situation has become a problem, and it is making us unable to properly help our team/s.

 

Thank you and best regards,

 

Ana

 

Kay Capell


Ana, 

Yes the flag you indicated controls making changes in closed periods as outlined in this documentation. Adaco Administration: Property Preferences (Receiving) – Fourth & HotSchedules Customer Success Portal

This configuration has been in place across your estate since original implementation.

If you want to change this, please reach out to your Fourth contact who can arrange a call with a Solution Consultant to discuss the impact of the change before amending if needed.

Kay Capell

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