Invoices Mosaic
- Mary Volkmer (Unlicensed)
- Sue Busker
- Amy Kassander (Deactivated)
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 |
|---|---|---|---|
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 - Invoice has been posted to stock ledger and general ledger but has not yet been marked paid. Cancelled - An invoice can only be cancelled while in an Open status. 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. Click the Edit button to add an adjustment amount for a specified reason. |
Terms % | Terms percentage discount if paid within the number of days. | Invoice Total | Displays the total of extended cost + adjustments. As changes are made or items added, the total will update. |
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. Note: If the cost on the invoice is different from the current cost on the product record, you will be provided an option to update the product record(s) upon saving the invoice.
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.
Selecting Save will update the invoice status. You will be presented with two options - “Save and Leave Open” or “Save and Post to Ledgers”.
Selecting the first option will save any changes you made but leave the invoice in an Open status so you can work on it further.
Choosing the second option will present a message, “This action will update Stock Ledger and General Ledger with Invoice details. Are you sure you want to Continue?”* Clicking Continue will change the status to Posted and will enable two additional buttons next to Status. Both buttons will present a message, alerting you to ramifications.
Unpost will present this message, “This action will reverse ledger entries that may have already been shared with another application. Are you sure you want to unpost?” Clicking OK will flip the status back to Open.
Set to Paid will present this message, “This action is irreversible. Once an invoice status is Paid it may not be changed. Are you sure you want to continue?” Clicking Yes will change the status to Paid. Once marked Paid, the invoice is no longer editable or reversible.
*Note: Stock Ledger and General Ledger are not yet implemented.
View and Report Options
In the header, you can select to view a list of all Purchase Order or Credit Request numbers associated with this invoice. Also, you can view the invoice as a PDF and either print or download it.
First Published 05/19/2021
Edited 06/22/2023
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