Stephan, I'm a bit at a loss to see how a PO (an internally generated
document) can be "converted" to an invoice (an externally generated
document) through an internally managed process. I can see how data can be
entered to reflect payments against a PO from associated invoices, and I
can see how that data may be sufficiently detailed to replace a hard copy
invoice. However, the process of matching invoice to PO represents a match
of information from 2 independent sources. The use of the term "conversion"
seems to confuse this. Also, I'm wondering how incremental payments would
be made - multiple invoices to the same PO. It strikes me that there may be
some confusion here between the nature of documentation, and basic
accounting processes, where the latter is assumed to replace the former.
On Thu, Aug 1, 2013 at 10:06 AM, Stephen Smith <[log in to unmask]>wrote:
> Colleagues:
>
> I wanted to thank everyone who has responded so far to my inquiry below.
> As a follow up, I wanted to clarify a few things.
>
> 1) The P.O.s will be created in the new system we are implementing.
> 2) Any department will be able to create a P.O. as is the case
> now. Once created, the P.O. will be routed through Procurement (part of
> Finance) for the approval process.
> 3) Procurement/Finance is the owner of the official record.
> 4) Each P.O. does have specific T&C's on the back.
> 5) When an invoice is received via mail, I am still fuzzy on the
> matching process to the P.O.
> 6) The P.O. will then be converted to an invoice in the new system
> and then the plan is to destroy the invoice received via mail after 1
> month. We will still retain the original P.O. and the associated
> T&C's. I am trying to find out how and through what process the P.O. is
> taken and then converted over to an invoice but still leaving the
> original P.O. intact.
> 7) Audit is the one who came to me about this process for my input
> and I am looping in our litigation attorney for good measure.
>
> As you can see, there is still a lot to figure out. At the end of the
> day, the question really boils down to which is better...the original paper
> invoice or the invoice that was converted from a P.O.? That process is
> what I am hoping to see in the next week or so.
>
> Thanks, Steve
>
> Stephen A. Smith, MLIS, CRM, CIP, CDIA+
> Manager, Corporate Records
> QVC, Inc. Compliance
> O: 484.701.1559
> F: 484.701.1021
> C: 484.905.2517
> E: [log in to unmask]
> A: Studio Park, 1200 Wilson Dr., MC207, West Chester, PA, 19380-4262
>
>
>
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> -----Original Message-----
> From: Stephen Smith
> Sent: Thursday, August 01, 2013 10:42 AM
> To: [log in to unmask]
> Subject: Business Process Question - Purchase Orders and Invoices
>
> Colleagues:
>
> I have a question regarding a business process and I was hoping to find
> out if there are any laws or cases (aside from RM best practice) that could
> impact some of the decisions being considered.
>
> The scenario centers around the way we process purchase order and
> invoices. We are switching to a new solution from on old Notes database
> workflow. We generate purchase orders for, conveniently enough, all of the
> products we order. Those P.O.s are issued and then we receive an invoice
> from the vendor. The proposed new system includes something I am objecting
> to and that is when an original invoice is received, the new system will
> convert the P.O. to an electronic invoice and that is retained. The
> original invoice received from the vendor is kept for a month and then
> destroyed and the converted invoice from the P.O. is now magically the
> official record.
>
> I have serious issues with this. I have not yet seen in the new system
> how the converted invoice from the P.O. compares to the original. My guess
> is they don't look alike at all, let alone if the information on the
> original invoice matches the converted invoice. Naturally, they could scan
> the original invoice and retain it but that is a step they are trying to
> avoid. They are also offering the opportunity for some vendors to submit
> invoices electronically and that is of course OK.
>
> For this conversion process, I am trying to fight the fight that the
> original invoice is the official record and not the converted P.O. Is
> anyone aware of any laws or cases that could apply to this scenario? From
> a RM best practice perspective, it makes complete sense to me, but I would
> like some additional ammunition if any is available.
>
> I appreciate your input and please feel free to contact me directly.
>
> Thanks, Steve
>
> Stephen A. Smith, MLIS, CRM, CIP, CDIA+
> Manager, Corporate Records
> QVC, Inc. Compliance
> O: 484.701.1559
> F: 484.701.1021
> C: 484.905.2517
> E: [log in to unmask]
> A: Studio Park, 1200 Wilson Dr., MC207, West Chester, PA, 19380-4262
>
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--
Dwight Wallis
Multnomah County Records Management
1620 SE 190th Avenue
Portland, OR 97233
ph: (503)988-3741
cell: (503)260-2263
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