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Invoice - Items

This tab allows you to enter the items for an invoice. At the top of the screen are the line item details. At the bottom of the screen are the total areas. The exact columns and totals that will be displayed depends on how the costs are set up for the supplier (see the Ordering tab in Suppliers). The sequence the items are displayed can be controlled by using the Screen/Report Sequence on the Ordering tab of Suppliers.

Figure: Example Invoice Screen

These are the items that appear on the invoice. If the invoice was matched to a purchase order, the purchase orders will be listed and you will simply need to edit them.

Order Code

The supplier's order number for the item. Since the invoice is produced by the supplier, this number will be the one used to identify the item, not our IPN.

IPN

Our IPN for the product. If the order code is unknown then a search can be performed for the item and our IPN used.

Description

Our description for the item. This is automatically set by the system.

PO#

The number of our purchase order, if any, that this item came from. If an invoice is for several of our purchase orders then the same item could appear multiple times with different PO numbers. This is automatically set by the system.

Carton Size

The carton size of the item. This is automatically set by the system.

Units Invoiced

The number of units that were invoiced to us. If this is entered, the system will automatically calculated the Cartons Invoiced. If the item came from a purchase order then this will be set to the number of units we expected to receive.

Cartons Invoiced

The number of cartons that were invoiced to us. If this is entered, the system will automatically calculated the Units Invoiced. If the item came from a purchase order then this will be set to the number of cartons we expected to receive.

Invoice Unit Cost

The invoice cost for a single unit. If this is entered, the system will automatically calculate the Invoice Ctn Cost and the Invoice Line Cost.

Invoice Ctn Cost

The invoice cost for a single carton. If this is entered, the system will automatically calculate the Invoice Unit Cost and the Invoice Line Cost.

Invoice Line Cost

The invoice cost for the line. If this is entered, the system will automatically calculate the Invoice Unit Cost and the Invoice Ctn Cost. This is the Units Recv multiplied by Invoice Unit Cost.

Note: A warning message is shown if zero is entered as a cost as it will affect landed costs.

Status

The status of the invoiced goods showing whether the item was fully invoiced, not stocked, still to come, and so on. By default the status will be Received which means that the ordered quantity has been fully invoiced. If the status is set to one of Out Of Stock, Not Stocked or Cancelled, the system will set the on order quantity for this item back to zero since there will be no more stock received. If set to More To Come, the system will mark the purchase order so that the outstanding quantity will be available for future invoices.

Units Recv

The units actually received (which could be different to the units invoiced). If Goods Receipt is used to record the units received then this number will be filled in automatically and cannot be changed. If this form is being used to record deliveries then it can be set. If this is entered, the system will calculate the Cartons Recv. If the item came from a purchase order then this number will be automatically set to the full number of units ordered.

If the Allowed To Receive More Than Ordered On IM option for the invoice Location is checked off, you cannot enter a received quantity higher than the ordered quantity. This check is not done if you are not matching against a purchase order.

Cartons Recv

The cartons actually received (which could be different to the cartons invoiced). If Goods Receipt is used to record the cartons received then this number will be filled in automatically and cannot be changed. If this form is being used to record deliveries then it can be set. If this is entered, the system will calculate the Units Recv. If the item came from a purchase order then this number will be automatically set to the full number of cartons ordered.

Bonus Recv

The number of bonus units received. If the item came from a purchase order then this number will be automatically set to the full number of cartons ordered.

Status

The status of the received goods showing whether the item was fully received, not stocked, still to come, and so on. If Goods Receipt is used to record the number received then this status will be filled in automatically and cannot be changed. If this form is being used to record deliveries then it can be set. By default the status will be Received which means that the ordered quantity has been fully received. If the status is set to one of Out Of Stock, Not Stocked or Cancelled, the system will set the on order quantity for this item back to zero since there will be no more stock received. If set to More To Come, the system will mark the purchase order so that the outstanding quantity will be available for future invoices. See How Do I Record Multiple Invoices?

The status can also be controlled by back order options. See How Do I Control Back Orders?

Current Ctn Invoice Cost

The cost that the system believes should have been charged.

Discount

The value of discount applicable to the line item.

Tax

The amount of tax applicable to the line item.

Freight

The amount of freight applicable to the line item.

Line Variance

The variance of the actual line cost and the expected line cost.

Expected Line Cost

The expected line cost for the item, based  on the cost from the original purchase order.

Created By

The user who added this line to the invoice.

Invoice Totals

This part of the screen contains the various invoice totals. For each line there are basically three sections.

The Invoice Totals contains the totals as they appear on the invoice. You manually enter these values from the invoice.

The Grid Total is the total of the corresponding column in the grid. If you were looking at the Sales Tax line, this value would be the total of the sales tax for each of the items entered in the grid. The Invoice Total and the Grid Total should have the same value. If they don't then you most likely have a mistake on the items in the grid. If the values are different, the Distribute button will be enabled. If you press the button, the system will try to distribute the Invoice Total across the items in the grid. This should give a Grid Total that is the same as the Invoice Total. An exception to this is the Sales Tax line. If this is wrong its most likely you don't have the tax rules set up correctly or an item. When you press the Distribute button, the system will simply recalculate the Sales Tax for each line based on the latest tax rules. Since tax is so critical to get right, you need to fix your items before you will be able to accept the invoice.

Note: The fees that can be added at the bottom of the invoice and distributed amongst all the items in the invoice are distributed based on the 'invoiced' quantity. If you have invoiced all the items in an earlier invoice, then the distribution will not work as expected in any subsequent invoice. Use the Extra Invoice Costs function to record additional costs in association with an invoice.

The Grand Total shown at the bottom of the screen is compared to the Invoice Total on the Basic tab. If everything has been entered correctly, these values should be the same.

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