Select Invoices from Purchasing menu.
Select +Add.
Enter information based on printed invoice from supplier.
See below for details on fields.
Field | Definition | Field | Definition |
|---|
Invoice Number*
The number on the supplier invoice.
Status | Select the appropriate status. Open - Invoice is being worked but is not yet completed. When adding a new invoice, status will default to Open. Posted - For future use. Cancelled - For future use. Paid - Invoice is complete. Select this status after all products have been added and you are finished with it. | Days # | Number of days to pay invoice and receive terms % discount from supplier. |
Invoice |
Number* | The |
number on the supplier invoice. | Supplier* | Supplier on PO. |
Invoice Date* |
The date on the supplier invoice. | Return Expiration Date | Date by which returns may be done against this invoice. | |
Due Date* | Payment due date. | Adjustments | A field for entering freight or other adjustments to the invoice. |
Terms % | Terms percentage discount if paid within the number of days. |
Freight
Invoice Total | Displays the total of extended cost + adjustments. As changes are made or items added, the total will update. |
| Info |
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Fields marked with an * are required. |
Add Product(s) to Invoice
Select + Add Product(s).
Add Product(s) modal displays.
Click in Select Purchase Order to add items from.
List of Purchase Orders that have received not yet invoiced products.
Optionally check Show fully invoiced purchase orders:
Note: This is informational only, as if you select a fully invoiced PO you will not be able to make selections.
Optionally uncheck Limit purchase orders to current vendor…
Select purchase order(s) for invoice and product(s) display.
Check boxes for products to add or check top box to select all.
Select OK and the product(s) are added to the invoice.
Select Save.
To add products from additional purchase orders complete steps 1-8 until all necessary products are added to the invoice.
Select Save.
Editing and Completing Invoice
Make changes to pricing and/or quantities as needed. The Extended Cost field is editable, to assist in handling rounding differences.
To remove products check the box for the line and use the Delete button, or select the garbage icon at the right of the line.
To view which purchase orders are included in the invoice, select the Purchase Orders drop down in the top left corner or view the number in the detail of the invoice.
Verify that the calculated Invoice Total matches the total on the paper invoice. Review and make adjustments if needed.
Change the status to Paid when complete.
Select Save.
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