Frequently Asked Questions

I am trying to post an application, and the error message “Company mismatch in entry No. XXX” appears.

The company mismatch error message appears only when the user in question, has in the past stopped in the middle of applications and left the form without following the correct procedure:

When cutting off in the middle of an application, users need to retrace their steps back.
1.    Press Application\ Remove applying entry,
2.    Select all lines that have your user name in the Applies-to ID column and
3.    Select Application\ Set applies to ID.

If now the header is blank and no line has your user name in the Applies-to ID, you can close this form.

In order to get rid of the message once it appears, please do the following:
1.    Go to Fortune Financial Management\ Payables\ Vendors (any vendor will do)\ Ledger Entries\ Apply Entries.
2.    Press Clear Filter.
3.    Go to the Applies-to ID column and Filter with your login.
4.    Select all entries that appear on your screen (the lines should turn blue) and press delete.

Your screen should now be left empty and you can exit, prior to beginning the external matching from the beginning.


I am trying to change the pay-to vendor field and the error message “You must not specify Receipt No. in Purchase Line Document Type=Invoice Document No.=XXX,Line No.=YYY.” appears.

Headers need to be filled in before lines, so in order to have a different Pay-to Vendor this has to be changed before pressing Get Receipt Lines.

Please follow the steps below whenever you want to have a different vendor that issues the invoice:

1.    Fortune Purchasing\ Requisitions Processing\ Draft Invoice\ New.  Fill in Buy-from Vendor in the General tab with the vendor to whom the order was made.
2.    Go to tab Invoicing and fill in Pay-to Vendor no with the different vendor that issued the invoice.
3.    Go back to tab General and fill in the rest of the information as usual (Company Code, Currency, etc).
4.    Then Get Receipts Lines and
5.    Continue on as usual.


I am trying to post a Purchase Invoice containing receipt lines and the error message “The quantity you are attempting to invoice is greater than the quantity in the receipt XXX’’ appears.

The issue is caused by the fact that on one of the receipt lines the field “Quantity of Invoice” is greater than the “QTY Rcd. Not Invoiced”.

Here you can find the correct way of handling quantity differences on draft invoices.

A.   qty on draft invoice is LESS than qty on receipt
1.    Is the qty on the invoice correct?
That means that we made a mistake on the receipt.
Undo the Receipt.  Return to Order and receive the correct quantity.  Return to Draft Invoice and insert the new Receipt.
2.    Is the qty on the receipt correct?

That means that the supplier made a mistake on the invoice and will probably sent a second invoice.
While on the Draft Invoice change the Quantity of Invoice and proceed as normally.  The remaining quantity will be left open to be included in a later invoice.

B.     qty on draft invoice is MORE than qty on receipt
1.    Is the qty on the invoice correct?
That means that we made a mistake on the receipt.
Go to Order and receive the excess qty.  Return to Draft Invoice and insert the additional Receipt.
2.    Is the qty on the receipt correct?

That means that the supplier made a mistake on the invoice and we need to ask for a credit memo.

Normally we would add the excess amount in a line underneath directly to the general ledger account that is on the setup of the item group linked to G/L of this item or better yet to a suspense account reminding us that something is pending.  Then we would wait for the credit memo, where again we would use the same general ledger account directly.

However you might also hold off posting, contact your supplier for a correct invoice and then only post the correct invoice.  It depends on your company policy and this option should be discussed with your financial department.


How can I post a credit memo for discounts on items received that will affect the cost of the items?

Let’s assume that you have posted an invoice with items:

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And the supplier is providing you with a discount on these items after the fact issuing a credit memo.

1.    Create a credit memo

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2.    (Create and) Select Navision Charge Item for the specific general product posting group.  In the lines of the Credit memo select “Type” = “Charge (Item)”.  When pressing on the arrow of the “No” column, you will get to the Item Charge form.  Fill in the fields as seen in the example, if the Navision Charge Item you want does not exist or simply select it, if it does, and press OK.

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3.    Assign the item charge.  To do that, after filling in the line with the “Quantity” and the “Direct Unit Cost” of the Charge Item, press the button “Line” ? Item Charge Assignment.

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On the Item Charge Assignment form press the button “Functions” ? Get Receipt Lines, find the receipt of the item(s) used on the purchase invoice and press OK.

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Press “Functions” again ? Suggest Item Charge Assignment and on the question box that pops up select “Amount” and press OK.

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Press ESC

Note: before posting the Purchase Credit Memo do not forget to fill in on the second tab (Invoicing) the Applies-to Doc. Type/ No field in order to match the Credit Memo with the Invoice.
4. Press Posting\ Post.

Note: In order to use this functionality you must assure the following setup:
Fortune Purchasing\ Purchase Setup\ Purchases & Payables Setup\ General\ Receipt on Invoice = true


A Vessel will be transferred to a different Ship-Owning Company: What is the correct procedure?

Please find below all necessary steps for changing the ship-owning company of a vessel:

1.    Create a new Shipping Company.  Make it “Is Active” (tick the box), make it “Crew Active” (tick the box), do not give a “Vessel ID” (leave the field blank).  We suggest keeping the same “Vessel Short Name” as that reflects the vessel name.
2.    In the Vessel Card and in “FND Company Code” field, select the new Ship-owning Company.
3.    Have Fortune transfer all purchasing documents up to status ORDER (i.e. Open and Quotation) to the new Ship-owning Company and give the requisition number series the correct last number used, so that the requisitions for the new shipping company continue from the number they left off in the old shipping company.  This step needs to be made before you create any receipts or invoices that belong to the new ship-owning company.

Note: 
If you wish the purchasing documents that are in status Order to be moved as well, these will need to be previously reduced to status Quote.  Alternatively you can close these requisitions and create new ones with copy from past requisitions and option Requisition Items – Quotes – Order (s).

4.    Sign off Crew from the old Ship-owning Company and on to the new Ship-owning Company.
5.    After the Vessel has sent the MGA for the part of the payroll belonging to the old company, go to Shipping Companies and:
a.    in the company card of the old Ship-owning Company delete the “Vessel ID”,
b.    in the company card of the new Ship-owning Company fill in the “Vessel ID” you just deleted from other card.

 

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