Dean_Peart's avatar
Dean_Peart
Contributing Cover User
8 years ago
Status:
New

Sales: Make Customer PO Number a required field for certain customers cards

I have several customers who state that they will not pay invoices if their purchase order number (a.k.a customer PO) is not stated on the invoice they receive. The problem is, these customers are usually large organizations, and sometimes junior staff order goods without knowing that they have to provide a purchase order number. We then get left in the lurch in terms of payment.

 

I'm aware of the issue, so I always request a PO number, but I think it would be nice to have a failsafe so that if I hire new staff, they can't accidentally generate invoices which customers are unlikely to pay (if they forget the customer PO number).

 

For this reason, I am wondering if a 'require customer PO' option (or similar) could be added on a per-card basis? I have called MYOB support and apparently no such feature currently exists. At the moment, we simply have to write a reminder into the card's address field, which is not a very clean solution.

 

If anybody knows of a suitable workaround, I would appreciate the advice.

 

Thanks,

Dean


"Require customer PO to record invoices for a given card"

Cards
Sales

18 Comments

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  • jenniek's avatar
    jenniek
    Ultimate Partner
    11 years ago

    When entering Sales - it would be good to have a warning / reminder that the customer requires an order number. Lots of other programmes do this - but MYOB never has.

    • scareykerri's avatar
      scareykerri
      Experienced User
      11 years ago

      What a great idea!  We have arguments with customers that do not always give us a PO as the job is urgent then we have issues getting them paid.

  • Buildpro's avatar
    Buildpro
    Contributing Cover User
    10 years ago

    We have certain customers who require order numbers on their invoices, it would be nice if the card file had a button option that you could tick that says order numbers must be entered (or don't tick it if not a requirement).  So that when you go to do an invoice for them it prompts our salespeople to make sure this is captured at the time of invoicing.

    • Buildpro's avatar
      Buildpro
      Contributing Cover User
      10 years ago

      Hi Steven

       

      We are doing this under Customer Order Number which is under the dat on an invoice.  The issue is we are a small firm and have staff who work in the yard and then come in and complete the sale, and as they are in a rush they forget to ask the customer if there is a order number, and most customers don't have a physical order they have it in their head and are also in a rush and forget to give it to us.  By having it as a tick box then it would stop on this field and require something to be entered into this tab before resuming,   But we would like the setup to be on the card file so it is an option only, not always compulsory and we do alot of cash sales which we don't need order numbers for as they are paying for it straight away.

    • Kelly81's avatar
      Kelly81
      Experienced Cover User
      10 years ago

      Most accounting systems check before saving the order.

       

       

    • Steven_M's avatar
      Steven_M
      Former Staff
      10 years ago
      Status added:
      Open

      Hi Buildpro

       

      Thank you for the clarification into your idea and additional insight.

      I would encourage other users that would like to see a notification, which can be set at a card level, to warn the user to enter a Customer PO number to vote for this idea and comment if required.

  • Jorbill's avatar
    Jorbill
    Experienced Cover User
    5 years ago

    I have found that MYOB does not have a Preference for Sales to tick a box requiring Order Numbers are to be recorded for Customers Invoices this has been asked many times by my customers. With not having this it makes it hard to remember each individual customer who requires order numbers to be noted on invoices. Surprised this is has not been implemented for Customers whether it be per customer on there Card or in the Prefernence section of sales.

    Regards Donna

  • MHS's avatar
    MHS
    Experienced Cover User
    8 years ago

    Great idea !!  this is a problem many will have Im sure !! 

  • mcv's avatar
    mcv
    Experienced Cover User
    8 years ago

    1 option for this is to create a customised quote form with the word "proforma Invoice"  on it
    this will mean the invoice isnt in your system until the order number is recieved and you have processed it

     

     

    i have the same problem and usually just use PROFORMA as the order number untill i recieve one and then resend it when i have one, this is because i usually use the mobile app to send invoices and sadly the mobile app only lets us do invoices - not orders or quotes,   and not purchase orders - its really hard to operate when im busy, having to use BS order numbers and then late on match everything up - do they not realise people dont always order from a desk?

     

    a Better option would be for MYOB to create a PROFORMA INVOICE option for the layout,   alot of corporations use these now and i think its time MYOB moved with the times, alot of other accounting software has this option and prob why those companies stay away from MYOB

     

    Maybe if its to much trouble to make the app have the layout option then MYOB could create a app for each layout?    Invoice - Quote - Order - Proforma Invoice - Purchase orders - job list , then we just download  whatever apps we want to use,  

     

     

  • mcv's avatar
    mcv
    Experienced Cover User
    8 years ago

    Also take note that sometimes my statements all go out of whack when i send a invoice with proforma as the PO number - sometimes i dont get the order number until the next month and then if i dont change dates the customer gets a statemetnt with an invoice that shouldnt be there....

     

     

    Really need the Proforma Invoice option....    its not a quote... and its not a invoice.. its in between...

  • David_Cree's avatar
    David_Cree
    Ultimate Partner
    8 years ago

     Hello mcv

     

    I think that you will find that your issue can be eadily solved.

    What I suggest is that open the  customisation for your current invoice form and save as with a different name such as PROFORMA INVOICE. Then customise it by removing the field that says "Invoice Type" and in its place put a Text Box that reads "PRO FORMA INVOICE"

    Capture.JPG

    Then create a quote and print or email after selecting the Proforma invoice form instead of the usual invoice form.

    Cheers

    David

     

  • TanyaMc's avatar
    TanyaMc
    Experienced User
    7 years ago

    I support this suggestion if AccountRight will allow us to indicate on the customer's card that particular customers require purchase orders so that it brings it to our attention when raising an invoice it would be fantastic!

  • SKing's avatar
    SKing
    Experienced Cover User
    5 years ago

    Or even just a flag that this customer requires a purchase order.

  • 3WCReception's avatar
    3WCReception
    User
    4 years ago

    Totally agree.    My situation is slightly different from those mentioned.    We invoice a group of customers with the same invoice.  Some require POs others not so fussy.   Problem is that invoices don't go straight to accounts - so when they finally get there, there is one frustrated accounts person looking for not existant PO - and often it crosses month end and of course they want a current date on the invoice....    I do too many of these to much around with proforma invoices - I just want to be able to mark the card so that for this client I have to enter a PO before going any further.   No all clients - JUST THIS ONE!   

     

    I am seriously frustrated that a system such as MYOB does not allow for this.