FTx Cloud POS offers you the below three options to process the invoice: 

1. You can "Apply" the invoice from the "Invoices" module.
   
1. It will update the product counts in the system. 
2. If there is any change in the product cost, the system will prompt a message to update the cost. If you confirm, the system will update it in "Products."
   
3. You can download the PDF file and use it for further processing. 
   
4. To learn how to create and apply an invoice, please read Invoices. 
   
2. You can convert a purchase order to an invoice from the "Purchase Orders" module.  
   
1.  To learn how to create a purchase order, please read Purchase Orders.  
   
3. You can process the invoice through "EDI Import."
   

Prerequisites: You must complete the EDI Setup process for the vendor and ensure the FTP Connection is working.

1. Please read EDI Setup to complete the EDI Setup for a vendor.
2. To learn how to set the FTP Connection for a vendor, please read FTP Connections. 
   

2. The vendor sends you the invoice's EDI file. You can fetch it in "EDI Import" and process the invoice.
   

Fields:

1: Select Location: This drop-down helps you to select the location for which you need to search or process the invoice. 

2: Select Vendor: This drop-down helps you select the vendor you need to search for to process the invoice.  

3. Buttons:

1. EDI Setup: This button navigates you to the "EDI Setup" module. 
   
2. Search Invoices: Once you select the location and vendor, this button lets you search for related invoices. 
   
3. Manual Upload/Import: This button helps you upload the EDI files manually.   
   

4: EDI Files to Process: This section shows the fetched EDI files. 

1. File Details: This section shows details of the selected EDI file. 
   

5. Refresh: This button is used to refresh the invoice details.

5: Process Invoice: This button lets you process the invoice. 

1.  Invoice #: It is auto-fetched while processing.
   

6: Manually Override Invoice Date: This button lets you change the invoice date. The system will consider the current date to process the invoice. You can manually change it using this toggle button. 

1. Processing the Invoice

1.1 Searching Invoices

1. Select the location using the Select Location drop-down, select the vendor using the Select Vendor drop-down, and click the "Search Invoices" button highlighted in Figure 1.1.0. 
   

                                                                             Figure 1.1.0

1. The system will fetch the EDI file and show it under EDI Files to Process, as Figure 1.1.1 shows. 

                                                                                   Figure 1.1.1

1. If the chosen vendor has sent multiple EDI files, the system will show all of them under EDI Files to Process.
   
2. Click on the required file to select it. The File Details section will show its detailed information.

All the invoices that have missing information such as Vendor part, Product, UPC and Name will be highlighted in red text in the “File Detail” section, and a "Add" button is displayed beside each highlighted item reducing manual entry and improving accuracy.

When the user clicks Add for a missing vendor part: 

1. The system opens the existing Add Vendor Part page. 
2. The system pre-populates all available fields from the EDI file, including: 
1. Vendor Part Number (when available) 
2. UPC (when available) 

Users can edit/update the pre-populated values before saving. 

Note: The UPC field is pre-populated if the product already exists in the system. 

If the product does not exist, the user can still create a new product using the existing Add button next to the Item dropdown. 

1.1.2. Manually Upload the Invoice EDI

1. Click the "Manual Upload/Import" button highlighted in Figure 0.1.
   
2. The Upload EDI File screen will appear, as Figure 1.1.1.0 shows.

                                                                              Figure 1.1.1.0

1. Click the "Choose File" button to select and upload the EDI file.
2. Once the EDI file is uploaded, the Upload EDI File screen will look like Figure 1.2.0.

1.2 Processing the Invoice  

1. Select the EDI/invoice you need to process.
2. Click the "Process Invoice" button shown in Figure 1.1.1.
   
3. The Process Invoice message will appear, as Figure 1.2.0 shows. 

                                                       Figure 1.2.0

1. The system may show the Process Invoice From PO screen depending on how the order was created. Please select the applicable PO (Purchase Order) from the drop-down and click "Continue."

                                              Figure 1.2.1

1. The system will process the invoice and show the success message, as Figure 1.2.2 shows. The processed invoice will be available in the list of invoices in "Invoices." 

                                     Figure 1.2.2

1. If you click the "Go to Invoice" button, the system will navigate you to the respective Edit Invoice screen in "Invoices."
   

For guidance on performing an EDI Import, please view the linked video.

1.2.1. Manually Overriding the Invoice Date

1. Enable the "Manually Override Invoice Date" button, highlighted in Figure 1.2.1.0, and click in the Date field. A drop-down calendar will appear. Choose the required date and process the invoice, as "1.2 Processing the Invoice" explains. 

                                                                         Figure 1.2.1.0

2. FTx Academy Training Course

Check out this FTx Academy video to learn how to use the "Receiving" module.

To gain a more comprehensive understanding, sign up for the FTx Academy training program — enroll in the courses and explore the topic lesson by lesson and reinforce your learning with quick quizzes at the end of each module.