Goods Received Not Invoiced: A Construction Handoff Checklist

1. Start with the receipt, not the order balance

At a period end, a purchase order may remain open even though materials are already on site. The narrower question here is: which verified receipts lack a matching invoice at a particular cutoff? A PO number alone is insufficient because one order can involve several deliveries and invoices. Each worklist entry should also identify the PO line and receiving document.

Microsoft Business Central documents a GRNI overview based on purchase lines separately from its vendor-payables analysis. That distinction also helps a manual review: an invoice not matched to a receipt is different from a recorded invoice awaiting payment. The source system’s definitions still determine what its own report includes.

Further reading: Microsoft: GRNI overview and purchasing analysis

2. Keep both the cutoff and the extraction time

Put the cutoff, time zone and included projects at the top of the worklist. Separately retain when the list was extracted. The physical receipt date, data-entry date and invoice-arrival date can differ. If an earlier receipt was entered after the cutoff, flag it for review rather than suggesting it was known when the original snapshot was prepared.

For each receipt, record the vendor, project, PO and line, document number, item, unit and verified quantity. Search for invoices using document and line references, not just similar amounts. If finance already holds the invoice but it is unlinked, mark “invoice located — matching under review” with its reference instead of treating it as never received.

3. Worked example: 35 panels to investigate, not 90

This fictional example uses one PO for 120 panels in the same unit, with no cancellations, returns or advance billing. The cutoff is September 18 at 6:00 p.m. in the jobsite’s time zone. Invoice quantities are matched only to the specified receipts. This illustrates a process, not customer data or a built-in Novapro report.

• By the cutoff, 40 + 25 = 65 panels were received. Of these, 30 have matching invoice coverage and 35 require investigation.
• The delivery remainder at that cutoff is 120 − 65 = 55. It is not part of the uninvoiced-receipt cohort because those panels had not yet arrived.
• Calculating 120 − 30 = 90 mixes 55 unreceived panels with 35 already received. It therefore does not answer this worklist’s question.

4. Separate exceptions before totaling

Give each line a clear status: invoice not located, invoice located but matching under review, partial receipt, or disputed receipt data. If the received quantity is unverified, mark it unknown and ask the field owner to resolve it. Zero should be a verified quantity, not a substitute for missing information.

Vendor returns, credits, advance billing and unit conversions require separate review. Do not automatically apply the example’s simple subtraction to them. Check whether a return already reduced the source quantity and whether a credit refers to the same document, so an adjustment is not counted twice. Total only lines with compatible definitions and units.

5. Hand off ownership and preserve later updates

Send finance a list with links or references to the PO and receipt, the result of the invoice search, the reason for review and the person responsible for a response. The field team verifies receipt, purchasing investigates vendor documents, and finance checks what it already holds. Set a follow-up date for each line, not just a deadline to send the file.

Suppose invoice I502 arrives on September 20 for all 25 panels in R302. Retain the original cutoff entry and add the invoice-arrival date, reference and matching result. The current follow-up list can mark the investigation resolved after verification. Do not silently rewrite the September 18 snapshot or count those panels as both uninvoiced and invoice-covered in the same current-status list.

Oracle notes that invoices received or processed between runs, as well as returns, can explain differences in uninvoiced-receipt reporting. Keep the extraction time and the change explaining a difference. Whether and how an accounting entry changes remains part of the company’s finance process.

Further reading: Oracle: uninvoiced receipts and changes between runs

6. Connect the review to the document trail

The related guides below continue the workflow: the open-PO report helps review what still needs attention on an order; three-way matching connects an invoice to the PO and receipts; the invoice-discrepancy guide handles an existing invoice whose quantity or price does not match.

Novapro brings purchase orders and documents into the project context and supports checking how they match. This guide proposes a manual worklist; it does not promise a built-in GRNI report, automated accounting entries or an existing accounting-system integration. In a demo, review a sample document trail without sensitive data and assess how the available workflow fits your team.

Frequently asked questions