How to Match Goods received note value Vs Purchases order value in Ms Access

Hankwembo Christopher,FCCA,FZICA,CIA,MAAT,B.A.Sc
Hankwembo Christopher,FCCA,FZICA,CIA,MAAT,B.A.Sc used Ask the Experts™
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Dear All;

See how you can assist on the issue below:

Background

We place purchases orders to vendors every month, now it is the policy of management to match the goods received note with the purchase order so that in the event where some material are not received as per purchase order management can easily track that information. Therefore , I'm required to create a VBA code to do the matching so that those unfinished  purchase orders can be properly managed.

Here I want to be matching the Purchase order value vs goods received note value so that those that completely  received should show zero and those not finished show the remaining balance any Idea?

Regards

Chris
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President / Owner CARDA Consultants Inc.
Distinguished Expert 2018
Commented:
Your inventory could include a PO number and ins vs outs will be positive values vs negative values so you could easily create a query to perform a summation based on POs and extract those that have a difference (not equal to 0) as those would be the POs that were not respected.
Most Valuable Expert 2012
Top Expert 2014
Commented:
Most Purchase Order systems have some sort of "Receiving" functionality as well. Generally this is handled in a "Transactions" table, which records stock/inventory movements in your system. A PO would not generate a transaction, but the act of Receiving that PO would.

If you record incoming stock, and store the PO associated with that incoming stock, you could then easily compare the amounts received with the amounts expected.

Depending on complexity, you may also have a table to relate those incoming transactions with one or more other objects in the database. For example, you may receive raw stock items to be used on specific Jobs. If so, you may have a 3rd table that stores those relationships.
David BernsteinChief Developer/ Microsoft Access
Commented:
Basically any business system can be managed by having a transaction table. Each transaction has several fields Purchase order date, purchase order number, product number, quantity field. In an accounts receivable system the invoice number, amount, etc. The amount can be a positive or negative number. For instance in the purchase order system, the original amount is a positive and the receipt is a negative (which represents a decrease to the amount on order. Creating a query grouping by purchase order number and product number and summing the quantity field gives you the balance of each product still not received.
This model can be used to model many different types of business systems.
Thank you so much as per your advise I have sorted out this issue by ensuring that first there is a relationship with the goods received note and the purchase order and base the query you mentioned above on those tables.

Thank you once again to you all

regards

Chris

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