In a perfect world, Cetec ERP operates on a three-way match:

Vendor Invoice = Purchase Order = Receipt

When all three records exist, the system can automatically link invoice lines to the receipt and reconcile the cost against the purchase order.

This provides the strongest verification because it confirms:

• The vendor billed the agreed PO price
• The quantity received matches the order
• The accounting transaction reflects the actual inventory value

When the receipt is present, Cetec ERP handles most of the reconciliation automatically.

In reality, many vendors invoice when goods ship, not when they arrive.

That means A/P often receives the invoice before the warehouse records the receipt. In these cases the system effectively operates with a two-way match:

Vendor Invoice = Purchase Order

Because the receipt does not yet exist, the A/P user verifies the invoice against the purchase order manually before submitting the voucher.

This approach allows accounting to record the invoice immediately and maintain accurate A/P aging while the warehouse completes receiving.

A vendor invoice can be entered in Cetec ERP even if the goods have not yet been received.

To do this:

1. Navigate to Voucher entry.
2. Create a new voucher.
3. Enter the vendor, invoice number, and total invoice amount.
4. Submit the voucher.

Submitting the voucher immediately places the invoice on the A/P aging report so payment terms can be tracked. There is no need to wait for the warehouse receipt if doing so would delay payment.

Purchase order lines can only be linked to a voucher after the inventory has been received.

If the goods are still in transit, the system does not yet have a receipt to attach to the voucher. Because of this, PO lines will not appear on the voucher screen.

Recommended method:

Open the purchase order in a second browser tab and manually verify that the vendor invoice matches the PO pricing before submitting the voucher.

This “two-tab” check replaces the automated three-way match until the receipt exists.

When a voucher is entered before a receipt exists, Cetec ERP posts the transaction through the accrued clearing account.

Typical entry when the voucher is created:

Credit – Accounts Payable

Debit – Accrued Clearing

When the warehouse later receives the goods, the system automatically posts:

Debit – Inventory

Credit – Accrued Clearing

This clears the temporary accrual and transfers the value into inventory. No further action is required on the voucher.

In some cases payment must be made before the vendor invoice or purchase order exists. This often occurs with credit card purchases or advance wire payments.

In this situation:

1. Create a prepayment on the purchase order.
2. The payment posts immediately against cash.
3. Cetec ERP creates a vendor credit balance.

When the vendor invoice later arrives, the credit can be applied to the voucher to close out the balance.

Once the vendor invoice is entered, the existing vendor credit can be applied directly to the voucher.

1. Open the voucher
2. Select New Payment
3. Choose Apply Credit

This links the original prepayment to the invoice and clears the open balance.

To prevent late payments while maintaining accurate accounting, use the following workflow when invoices arrive before receipts:

1. Receive the vendor invoice.
2. Open the voucher entry screen.
3. Open the purchase order in a second browser tab.
4. Verify invoice pricing against the PO.
5. Submit the voucher.

Submitting the voucher starts the A/P aging immediately. Once the warehouse receives the goods, Cetec ERP automatically clears the accrued account. The receipt process completes the accounting. There is no need to revisit the voucher.

Always create a purchase order for inventory purchases, even if the receipt has not yet occurred.

Maintaining the PO allows purchasing reports and job costing reports to track material spend against specific sales orders or projects.

It is also good practice to regularly review receipts that have not yet been vouchered. This prevents invoices from being missed and keeps A/P records complete.

Run the Receipt List report and filter for:

Vouchered = No

Review any receipts older than 30 days. These represent inventory that has arrived but whose invoice has not yet been processed.

Review the A/P Aging and vendor statements for vendors that show both:

• Open invoices (vouchers)

• Vendor credits from prepayments

Apply the credits to the appropriate vouchers so balances are correctly reflected in the aging report.

Periodically review the accrued clearing account in the general ledger.

A growing balance usually indicates a timing gap between the warehouse receiving inventory and A/P processing the corresponding invoices.

Monitoring this account helps ensure inventory and payables remain synchronized.

Currently, Cetec ERP does not support attaching purchase order lines to a voucher before the inventory has been received.

Because of this, users cannot view PO line data directly inside the voucher screen when goods are still in transit.

Until the receipt is recorded, the recommended method is to verify pricing by comparing the purchase order and the vendor invoice side-by-side.