Invoices

Invoices

Invoices Overview

Receiving invoices is the most efficient way to update inventory levels at store levels. This creates an inventory movement trail that can be tracked against vendor(s) with quantities and costs.

Navigating to the Invoices Module:

To reach the Invoices module:
  1. Login to Control Center
  2. Choose Point of Sale
  3. Choose Inventory
  4. Choose Receiving
  5. Choose Invoices

Understanding the Invoices Module Layout

Please see the image below labeled Figure A for a description of the buttons and fields that appear on the screen.

                                                                             Figure A

Adding a New Invoice

Follow the steps mentioned below to add a new invoice:

  1. Click the “Add New” button highlighted in Figure A above to add a new invoice.
  2. The form highlighted in Figure B will appear on your screen.


                                                                            Figure B
Fields:
  1. Location: Select the location of the store.
  2. Vendor No: Select the vendor for whom the invoice is generated.
  3. Invoice No: Every invoice should have a unique invoice no. It is uniquely generated for a single vendor. 
  4. Note: This number can’t be used again for the same vendor.
  5. Invoice Date: This is the date when the retailer was built by the vendor.
  6. From PO: Toggle this option to YES, if you are building an invoice on the purchase order. The benefit of doing so is:
1) All the items that are on that purchase order will automatically be fetched on the invoice.
2) All the old costs and quantities will be there on the invoice.
So, if there's some discrepancy in the data from invoice quantity to order quantity or from invoice cost to order cost, then the system will capture that, and you can handle the error.

                          Figure B(1)

Invoice against the Purchase Orders can only be created for the same location and vendor you have created orders for!
  1. Surcharge: You can enter the surcharge amount if it is applied. It is a fee that is charged when extra charges are involved such as fuel or delivery charges. 
  2. Type: Select the vendor for whom the invoice is generated.
Select the type of invoice:
1) Standard Invoice: It is a type of invoice that adds up products to the store.
2) Negative Invoice: Select this option if the products are removed from the inventory or if it’s a vendor return for the products that have expired.

Editing the Invoice

Follow the steps mentioned below to edit the invoice:
Click the “Edit” button highlighted in Figure A above to edit an invoice.
The form highlighted in Figure C will appear on your screen.


                                                                                  Figure C

                                                                     Figure C (1.1)
Ideally, whatever you are going to order, you are going to receive that from the vendor. If you don’t, then you must change those quantities. And, if there will be some cost change, the old cost will be reflected as cost each, and the updated cost will be highlighted in yellow. See Figure (C 1.4).


                                                                               Figure C (1.2)
Fields: 
  1. Vendor Part: This field displays the associated vendor part for the ordered items on the invoice.
  2. UPC: UPC shows the unique product code for the items ordered on the invoice.
  3. Name: This field displays the name of the product.
  4. Expected Qty: This field demonstrates the item quantity for which the order has been placed. You as the user won’t have to enter the quantity in this field as this will be automatically filled.
  5. Received: The received field shows the item quantity that is physically received at the store.
  6. Product Qty: This field shows the resultant no. of quantities entered in RECEIVED x PART NUM UNITS Field of Vendor Part.

                      Figure C (1.3)
  1. Cost Each: This field shows the cost of each item on the invoice which can be manually edited to update the cost accordingly.
  2. Original Cost Each: This field showcases the unedited version of the cost of the item.
  3. Extended Cost: This field shows the resultant cost of each item x the quantity received. It can also be termed as Total cost.
  4. Excise Tax: This field gives the total of Extended Cost and Excise Taxes.
  5. Invoice Total: This field gives the total of Extended Cost and Excise Taxes.
  6. Product QOH: This field shows the product quantity on hand in that store.
  7. Date Added: This field displays the adding timestamp of that particular item i.e., the time when that item is added to the invoice.
If you edit the cost of the product by clicking the edit button highlighted in Figure C(1.2), the new cost will appear highlighted in yellow color. So, if you click on Apply Invoice button, it will update the cost of that particular item in that zone as seen Figure C(1.4).
                    Figure C (1.4)

Adding Products to Invoice
Follow the steps mentioned below to add products to an invoice:
  1. Click on the “Add” (See Figure C) button to add products to the invoice.
  2. The form highlighted in Figure D will appear on your screen.

                                                     Figure D

Fields:
  1. Search Product: The Product can be searched by vendor part, UPC. You can enter any of the two values to search for the product.
  2. Vendor Part: Fill in the associated vendor part.
In case you enter the vendor related to a product, for the related Product UPC and Search Product fields, the system auto-fetches the data for a related product.
  1. Product UPC: This field helps define the Unique Product Code. It can be entered manually or can be auto-fetched by the system if the product is selected from the list or if the vendor part 
  2. Part Qty: It describes how many of entered vendor part is to be received.
  3. UPC Qty: This field describes how many UPCs are contained at the vendor part. Whenever you receive an invoice via its vendor part number, it means how many of those physical items we have to sell. 
This quantity is also equal to the value that you have entered in the “Part Num Units” field while creating the associated Vendor Part.
  1. Expected Qty: This is the quantity that is to be displayed if the invoice is created against a Purchase Order. See (Figure B) for From PO field.
  2. Part Cost: This field is auto-fetched by the system if the fields above are already filled.
  3. Total Cost: This field is also pulled-in by the system.
  4. Excise Tax: Fill in the excise tax if applicable on the product.
  5. Invoice Item Total: This field is also auto-calculated and is displayed at the bottom.
Buttons:
  1. Copy Invoice: This button helps to copy the invoice for the same product and quantities but for different locations.
  2. Delete: Delete button is used to delete the selected invoice.
  3. Apply Invoice: This button will apply all the changes to the invoice, and you won’t be able to modify or add products later.
  4. Attachments: This button helps you to attach supporting files to the invoice.
  5. Save & Close: Click on this button to “Save” the changes and exit the Invoice form. 
  6. Save & New: Click on this button to “Save” and open the form of another invoice check. 
  7. Save: Click on “Save” if you wish to stay on the same invoice form. 
  8. Cancel: Click on “Cancel” to discard changes. 
Deleting an Invoice
Follow the steps mentioned below to delete the invoice:
  1. Click the “Delete” button highlighted in Figure A above to delete an invoice.
  2. The form highlighted in Figure E will appear on your screen.


                                                   Figure E
  1. Click “Yes, Delete” to continue the process of deleting the selected invoice.
  2. Click “Cancel” to close the popup and skip the deletion process.
Copying an Invoice
Follow the steps mentioned below to copy the invoice:
  1. Click the “Copy Invoice” button highlighted in Figure A above to copy the invoice.
  2. The form highlighted in Figure F will appear on your screen.

                              Figure F
Fields:
  1. Invoice Number: Enter the new invoice number in this field.
  2. Location: Select the location from the drop-down for which the invoice is to be copied.
  3. Keep Cost Changes: The cost on the invoice can also be manually edited. So, if you wish to keep the track of the cost changes on the invoice toggle this option ON.
  4. Reverse Quantity Signs: If this is toggled to true, it copies the invoice using the exact opposite values of the items that were applied on the original invoice. If -5 is there on the original invoice, then +5 would be on the newly copied invoice.
  5. Click on the “Copy” button to successfully copy the invoice, a success message is highlighted in the Figure G appears.

                                           Figure G

  1. Click “Go to the New Invoice” to view and edit the newly-created invoice.
  2. Click “Close” to close the popup and skip the process.

Uploading Attachments

Follow the steps mentioned below to upload attachments to the invoice:
  1. Click the “Attachments” button highlighted in Figure B above to upload supporting files.
  2. The form highlighted in Figure H will appear on your screen.

                                                                 Figure H
  1. Click the “Upload” button highlighted in Figure H above to upload files and the form highlighted in Figure I will appear on your screen.

                                                                          Figure I

Running Batch EDI Job:
Follow the steps mentioned below to run the batch EDI job on the invoice:
  1. Click the “Run Batch EDI Job” button highlighted in Figure A above to send the invoice as an email to the vendor.
  2. The message highlighted in Figure J
    will appear on your screen.
                                                                 Figure J
Printing Invoice
Follow the steps mentioned below to print the invoice:
  1. Click the “Print” button highlighted in Figure A above to print the invoice as PDF, CSV, or EXCEL.
  2. The form highlighted in Figure K will appear on your screen.

                                                           Figure K

Fields:
  1. Report Type: Select the Report Type whether you wish to print the invoice or cost changes.
  2. Sort Type: Select the sort type from Category, Description, Department UPC, and Vendor Part.
  3. Include Department Total: Toggle this option oFF/ON if you wish to include the department total or not.
  4. Export Type: Select the export type: PDF, CSV, EXCEL.
  5. Include Header: Toggle this option ON/OFF if you wish to include a header on every page of the invoice printed report or not.
  6. Repeat Header on Every Page: Toggle this option ON/OFF if you wish to repeat the header on every page or not.
  7. Print Title on Every Page: Toggle this option ON/OFF if you want to print the title on every page.
You can also print the invoice while you are on the EDIT invoice page with more options. See (Figure L) below.


                                                                                Figure L

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