Hope this is an appropriate place to ask.
I run a small business, and make purchase orders on my computer which I fax off to my suppliers. Sometimes, the invoices they send don't match exactly, because they've added shipping, and maybe an admin charge, etc. Should I go back and adjust my purchase order to match this invoice, and add things like shipping etc ?
Well, if you want things to be nice and tidy and to match up in your computer, then you will have either to do that, or else to make a supplementary purchase order for the shipping/admin only. Does your system have the capability to match up more than one order to one invoice as well as the other way round?
Probably simpler to create a couple of accounts for delivery costs or admin charges. I doubt it is a requirement of your system that purchase orders match invoices exactly. With most systems the invoice is the first document to be entered into the double entry system. The invoice therefor must be correct.
As long as you are happy with the authorisation procedure, don't make extra work for yourself.
If it's possible to close a purchase order without the amounts agreeing it's fine. PO's are quite often different. It's just good to know why they are different.
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