Purchasing Documents 
The following table summarizes the differences between the purchasing documents:
|
Purchase Order |
Goods Receipt PO |
A/P Invoice |
Official document/internal character |
Internal (depending on your line of business) |
Official |
Official |
Does the purchasing document have to be created in SAP Business One? |
Depending on your line of business |
Depending on your line of business |
Yes |
Can the purchasing document be amended after it has been entered? |
Yes |
No |
No |
Purchasing document for correction |
Not necessary |
Goods Returns |
A/P Credit Memo |
Does the purchasing document cause quantities to be posted in inventory management? |
No |
Yes |
Depends (1) |
Does the purchasing document cause values to be posted in Accounting? |
No |
Yes (2) |
Yes |
Reference when entering |
|
Purchase Order |
Goods Receipt PO, Purchase Order |
When you enter an A/P invoice with reference to a goods receipt PO, SAP Business One does not post any changes to inventory. If you create the A/P invoice without reference to a goods receipt PO, SAP Business One posts inventory changes with the incoming invoice.
Entering a goods receipt for a purchase order results in a posting in the accounting system, because the inventory quantities are changed as a result of the delivery for the purchase order. Inventory cannot be changed without a posting in the Perpetual Inventory System.
Note
The data that you store for purchasing documents must be identical to the data in the documents that you receive from the vendor.
If there are differences between the data in your system and the data in the vendor’s document, you must clarify these differences with the vendor. This may be the case if a vendor invoices you for an amount other than the one entered in the purchase order. The details in the vendor’s document are legally binding.
For legal reasons, you cannot delete or amend a purchasing document that results in a relevant posting in the accounting system. If such a purchasing document has to be amended or cancelled, you must enter a clearing transaction.