Indexing Receiving Tickets without a PO number: A Step-by-Step Guide

Learn how to properly index invoices without PO numbers or with incorrect PO numbers that cannot be found in the system.

28 May 2025 By Rose Gomez

In this guide, we'll learn how to properly index an invoice when the purchase order (PO) number is missing or incorrect. This process involves changing the document type from a receiving ticket to an accounts payable (AP) invoice. We'll also cover how to find the vendor using a shortcut key and ensure that all necessary information is correctly backfilled. This ensures that the invoice is processed accurately and efficiently.

Let's get started

If you come across an invoice without a PO number, or if the PO number is not found, you can index it as an invoice instead of a Receiving Ticket.

Step #1: Click on the Index icon — Click on the Index icon

Step #2: Change your document type to AP Invoice — Change your document type to AP Invoice

Go up here and change the option. Instead of selecting "receiving ticket," choose "AP invoice."

Step #3: Click on "AP Invoice" — Click on "AP Invoice"

Step #4: To search for the vendor, use F5 to bring up the vendor list. — To search for the vendor, use F5 to bring up the vendor list.

To find the vendor, press F5. This particular vendor is Ferguson or Airefco.

Begin typing Ferguson and select vendor # 600

Step #6: Click on "600" — Click on "600"

Step #7: Double-click on "AIREFCO / FERGUSON # 3007" — Double-click on "AIREFCO / FERGUSON # 3007"

Fill in the invoice number

Step #8: Type invoice number in "AP Invoice Number" box — Type invoice number in "AP Invoice Number" box

As long as this backfills the information, you can see all the information is here.

Type "3126889 + Enter"

It is safe to proceed and click next.

Step #10: When the information backfills, you have matched the packing slip correctly. — When the information backfills, you have matched the packing slip correctly.

Step #11: Click on "Index" — Click on "Index"