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Understanding the ‘Stock Received not Invoiced’ Account on Brightpearl

Landed costs

We often get asked what the ‘stock received not invoiced’ account on Brightpearl is for and how to check whether the balance is correct.

(This account is normally set up as code 2250 although the name can change slightly depending on your set up.)

What is it used for?

This account acts as a temporary holding area for purchase orders that haven’t gone through a complete cycle of processing.

For every purchase order, there are two activities that need to be completed:

  • The stock needs to be received into the warehouse
  • The invoice needs to be received from the supplier

Once both of these have been done, you end up with the stock value included in the ‘1001 – Stock (or Inventory)’ code, and the invoice value included in the ‘2100 – Creditors (or Accounts Payable)’ code.

But if only one of these activities has been carried out, then you will find values sitting in the ‘stock received not invoiced’ account.

If the stock has been received but no invoice has yet been processed, then the value of the purchase order will be in the ‘stock received not invoiced’ code as a credit (i.e. negative) value.

If the invoice has been received but the stock hasn’t yet been booked in, then the value of the purchase order will be in the ‘stock received not invoiced’ code as a debit (i.e. positive) value.

As the purchase orders are completed, then the reverse entry appears in the account to take the overall balance for that purchase order back to zero.

 

How do I check whether the balance is correct?

At any point in time, there will be multiple purchase orders in different states of booking in and invoicing and it is useful to check that the overall position in the ‘stock received not invoiced’ account is correct.

The easiest way to do this is to download the contents of the account into Excel and then do some analysis.

The quickest way to do the analysis is to use a pivot table – simply pick the order id, the debit value and the credit value as the columns you want to report on and then ask Excel to sum the debit and credit values per order id.  Any purchase orders that don’t have the credit and debit values equal to each other will be those that are not yet completed and you can check each individually to ensure that this is correct.

If pivot tables aren’t your thing, you can also do it by sorting the downloaded data into order id sequence and sub-totalling the debit and credit values – or by doing a simple visual check (although this is more prone to mistakes and can take quite a lot longer!)

Remember – if the balance for a purchase order is negative, then it is waiting for its purchase invoice to be added.  If the balance for a purchase order is positive, then it is waiting for the stock to be received.

 

Need more help to get to the bottom of your ‘stock received not invoiced’ account?  Get in touch and we’ll do our best to help! Let us give your Brightpearl accounts a health check.

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