This section explains how to add an invoice received from a supplier to the system.
Pre-requisites: |
Locations, Items, Suppliers. |
1 |
Start the Invoice task from the Main Menu. |
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|
2 |
Click the New button. |
3 |
Change the Invoice Date, if required. The system calculates the Invoice Due Date. If this is incorrect, enter the correct due date. |
4 |
Move to the Supplier Invoice# and enter the number of the supplier's invoice. |
5 |
Enter the total amount of the invoice in the Invoice Total field. |
6 |
In the
Purchase
Order# field, enter
the number of the purchase order you sent to the supplier. This
should be printed on the receipt that arrived with the goods. If
not, press the Purchase Order# Click the appropriate
purchase order receipt and press the Select button to launch
the receipt. Pressing the |
7 |
Click the Items tab to view the details. |
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|
8 |
Find each item on the invoice in the grid and confirm that the
quantity invoiced and the invoice cost is correct. By default the
quantity invoiced is the quantity ordered. If the quantity is not
correct, change either the Units
Invoiced or Cartons
Invoiced by double-clicking on the row to change or
click the |
9 |
Move to the bottom of the form and enter additional totals such as GST and Freight. The actual totals that are available for entry depend on how the supplier has been set up. Press the Distribute button next to each total to distribute the costs against each item in the invoice. Make sure that the Invoice Total at the top of the form is the same as the Grand Total at the top of the form. If they are not the same, you have most likely made a data entry error. Check the invoice thoroughly and correct any mistakes. |
10 |
Once all items have been entered, click the Print
button. The system prints out an invoice. Check the details on it. |
11 |
Click the Accept button to mark the invoice as
completed. You will not be able to change the items on this invoice now. Note that the invoice can only be accepted in the Invoice Total at the top of the form is the same as the Grand Total at the top of the form. If they are not the same, you have most likely made a data entry error. Check the invoice thoroughly and correct any mistakes. |
1 |
Start the Invoice task from the Main Menu. |
|
|
2 |
Click the New button. |
3 |
Change the Invoice Date, if required. The system calculates the Invoice Due Date. If this is incorrect, enter the correct due date. |
4 |
Move to the Supplier Invoice# and enter the number of the supplier's invoice. |
5 |
Enter the total amount of the invoice in the Invoice Total field. |
6 |
In the Supplier field, enter
the code of the supplier the invoice was received from, If you
don't know the supplier's code, press the Supplier
|
7 |
Move to the Location field
and enter the code of the location that received the goods. If you
don't know the location's code, press the Location
|
8 |
Click the Items tab to view the details. |
9 |
Click the |
10 |
Enter the order of the item you want to receive. If you have the IPN of the item, press the tab key to move to the IPN column and enter the number. |
11 |
Enter the quantity you were invoiced. You can enter this as either a number of units (in the Units Invoiced column) or as a number of cartons (in the Cartons Invoiced column). |
12 |
Enter the amount you were invoiced. You can enter this in Invoice Unit Cost, Invoice Ctn Cost or Invoice Line Cost. The other cost columns are recalculated automatically. |
13 |
Click the Save button. |
14 |
If you need to add more items, press the down arrow to move to a
new row, or click the |
15 |
If you need to delete an item from the invoice do one of the following: I. Click on the required row and then click
the II. Click on the required row. Hold down the Ctrl key and press the Delete key. The system will check you want to delete. Click OK to delete the line, or Cancel to leave the line in the invoice. Note: You can only delete an item that you entered directly. If the item was added by matching against a purchase order it cannot be deleted. |
16 |
Move to the bottom of the form and enter additional totals such as GST and Freight. The actual totals that are available for entry depend on how the supplier has been set up. Press the Distribute button next to each total to distribute the costs against each item in the invoice. Make sure that the Invoice Total at the top of the form is the same as the Grand Total at the top of the form. If they are not the same, you have most likely made a data entry error. Check the invoice thoroughly and correct any mistakes. |
17 |
Once all items have been entered, click the Print
button. The system prints out an invoice. Check the details on it. |
18 |
Click the Accept button to mark the invoice as
completed. You will not be able to change the items on this invoice now. Note: The invoice can only be accepted in the Invoice Total at the top of the form is the same as the Grand Total at the top of the form. If they are not the same, you have most likely made a data entry error. Check the invoice thoroughly and correct any mistakes. |
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