How Do I Add A New Supplier Invoice?

This section explains how to add an invoice received from a supplier to the system.

Pre-requisites:

Locations, Items, Suppliers.

Purchase Order Sent

1

Start the Invoice task from the Main Menu.

  

2

Click the New button.
 The system adds a new invoice and automatically assigns an invoice number.

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# button to search for the purchase order. Selecting the Search button shows a list of all anticipated pending deliveries. This list is generated from pending Purchase Orders that have been sent to the suppliers.

Click the appropriate purchase order receipt and press the Select button to launch the receipt. Pressing the btnPlay.gif (1285 bytes) button inputs items from previous purchase orders for lines not supplied from previous deliveries.

7

Click the Items tab to view the details.

  

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  button. If the amount is incorrect change Invoice Unit Cost, Invoice Ctn Cost or Invoice Line Cost. The other columns are recalculated automatically. Change the Status to reflect what happens to the quantity not invoiced. By default this changes to 'More To Come' as if the item is on backorder. The corresponding Received columns change to the same values as the Invoiced Columns. If you actually received a different quantity to what you were invoiced then change the Received columns as required.

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.
Button_Print2.gif (1479 bytes)

The system prints out an invoice. Check the details on it.

11

Click the Accept button to mark the invoice as completed.
button_send.gif (1461 bytes)

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.

No Purchase Order Sent

1

Start the Invoice task from the Main Menu.

  

2

Click the New button.
 The system adds a new invoice and automatically assigns an invoice number.

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 button to search for it.

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 button to search for it.

8

Click the Items tab to view the details.

9

Click the btnSmallNew.gif (1125 bytes) button to start adding products to the purchase order.

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 btnSmallNew.gif (1125 bytes) button. Repeat Steps 9 to 13 until all items have been entered.

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 btnSmallDelete.gif (1109 bytes) button.
or

       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.
Button_Print2.gif (1479 bytes)

The system prints out an invoice. Check the details on it.

18

Click the Accept button to mark the invoice as completed.
button_send.gif (1461 bytes)

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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