Receiving - Invoices Overview

1. You can convert a purchase order into an invoice.
   
2. You create an invoice manually.

1. How to create, view, and edit invoices in POS. 
   
2. How to apply the invoice.

1. Reaching "Receiving" 

1. Step 1: Log into POS
   
2. Step 2: Choose Action
   

Figure 1.1

1. Step 3: Choose Receiving 
   

Figure 1.2

2. Understanding the "Receiving" Layout 

1. Table and Column Titles: The table shows the list of invoices. Each column title indicates the type of information in the column.
   
2. 1: Vendor: This drop-down lets you select the specific vendor to view their invoices. Select the desired vendor from this drop-down and click the "Filter" button.    
3. 2: Date Range: This section lets you select the date range for the invoice records. Select the required dates in the Start and End fields and click the "Filter" button to see the invoices for the selected date range. 
   
4. 2: Action Buttons: 
   
1. View Notes: Use this button to view any notes added to the selected invoice. Click on the invoice record to select it and click the "View Notes" button. The Notes History screen will appear, as Figure 2.2 shows.




Figure 2.2

1. Close: Use this button to close the POS Receiving | PREVIOUS INVOICES screen. 
   
2. Delete: Use this button to delete the selected invoice record.  Click on the invoice record to select it.  
   
3. Edit: Use this button to view and edit the selected invoice record. Click on the invoice record to select it. 
   
4. New: This button lets you create a new invoice.
   

3. Adding a New Invoice

1. Click the “New” button highlighted in Figure 2.1 above to add a new invoice.
   
2. The New Invoices screen will appear, as Figure 3.1 shows. Fill in the appropriate information in it. 
   

Figure 3.2

1. Invoice: Enter the invoice number based on your company's invoice number pattern. 
2. Vendor: Select the vendor for whom the invoice is generated.
3. Invoice Date: Select the invoice date. The system shows the date by default, but you can change it using the Calendar icon if necessary.  
4. From Purchase Order: Tick this checkbox if creating the invoice from a purchase order. If you tick this checkbox, the drop-down will show the available purchase orders for the selected vendor, as Figure 3.3 shows. Select the appropriate vendor from the drop-down.
   

Figure 3.3

5. Notes:  Enter the notes if required.
   
6. Surcharge: Enter the surcharge amount, if any.
   
7. Type: Select the invoice type from the Standard Invoice and Negative Invoice. 
   

1) Standard Invoice: This type of invoice adds up products for the store.

2) Negative Invoice: Select this option if the products are removed from the inventory or if it’s a vendor return for expired products.

1. Once you enter the appropriate information and click the "Create" button, the system will create the invoice, and the Receiving | INVOICE DETAILS screen will appear. 
2. If the invoice is created from a purchase order, it will have the product details, as Figure 3.4 shows. The system will highlight any cost changes or discrepancies in order quantity in yellow. You can edit it if required.
   

Figure 3.4

Please read the descriptions below Figure 3.5 to learn about the buttons and fields. 

1. If the invoice is not created from a purchase order, it will be a blank invoice, as Figure 3.5 shows. You need to add products to the invoice. You need to add products to the invoice. 3.1 Adding Products to Invoice explains the details.

Figure 3.5

3.1 Adding Products to Invoice

1. Click the "Add" button shown in Figure 3.5. 
   
2. The Find Item screen will appear, as Figure 3.1.1 shows. Search for the products you want to add to the invoice.

Figure 3.1.1

1. Search By: The Search By drop-down lets you select the information type you want to insert in the search bar. You can choose from Description, UPC, Upc Expanded, Vendor Part, and Everywhere.  
   

Figure 3.1.2

2. All Products: The All Products drop-down lets you select the product listing from All Products, Active Only, and Inactive Only. 
   

Figure 3.1.3

3. Search bar: The Search bar lets you enter the keywords based on which you want to search for the product.

1. Make appropriate selections for the "Search By" and "All Products" drop-downs, enter the keywords in the search bar, and click the "Find" button. Based on your input, the item list will appear, as Figure 3.1.4 shows.
   

Figure 3.1.4

1. Click on the desired product's name to select it and click "Ok."
2. The Receiving | ITEM DETAILS screen will appear, as Figure 3.1.5 shows. 

Figure 3.1.5

1. Item: This field shows the product name.
   
2. UPC: This field shows the product UPC.
   
3. Description: This field shows the product description. 
   
4. Vendor Part: This field shows the product's vendor part. 
   
5. Units in Part: This field shows the number of units in the part. 
   
6. Part Qty: Please enter the quantity you want to add to the invoice.
7. Part UPC: The system will calculate the UPC quantity based on the part quantity entered and display the result.
8. Part Cost: This field shows the product's part cost. You can edit it if required. 
   
9. Total Cost: The system will automatically calculate the total cost based on the part quantity, part cost, and excise tax, but you can modify it if necessary.
10. Excise Cost: This field shows the applicable excise tax, if any. You can add or edit the excise tax amount if required.  
11. Supplier Deposit: This field shows the supplier deposit. 
    
12. Invoice Total: This field shows the final invoice cost for the number of products you order after calculating tax, discount, etc.
13. Cost Discount: This field shows the cash discount, if any. You can add or edit the discount amount if required.  
14. Margin: The system computes the product's margin percentage and displays it in this field.

1. Enter the appropriate information in the applicable fields and click "Save." The system will add the product to the invoice. You can add multiple items. The Receiving | INVOICE DETAILS screen will look like the one shown in Figure 3.1.6.
   

Figure 3.1.6

1. 1: Top Bar Action Buttons:

1. Add Notes: This button lets you add notes to the invoice record for your internal reference. These notes are not for inclusion on the invoice.  
2. View Notes: This button lets you view any notes added to the invoice. The Notes History screen will appear when you click this button, as Figure 2.2 shows. It will show all notes added to the invoice, information about the user who added them, and timestamps. 
3. Copy Invoice: Use this button to copy the invoice. 
   
4. Apply Invoice: Use this button to apply the invoice. The inventory levels change accordingly. 
   
5. Attachment: Use this button to view or add an attachment (Text or PDF files) to the invoice. You can attach multiple documents. The Invoice Attachments screen will appear when you click this button, as Figure 3.1.7 shows. If there is one, it will show the attached document. 
   

Figure 3.1.7

1. Download: Select the attached document and click the "Download" button to download it. 
   
2. Upload: Use this button to upload the Text or PDF document.  
   
3. Delete: Select the attached document and click the "Delete" button to delete it. 
4. Close: Use this button to close the Invoice Attachments screen.  

6. Print Invoice: Use this button to print the invoice. 

3. 2: Basic Information: 

1. Vendor: This field shows the related vendor's name. 
   
2. Status: This field shows the invoice status: Applied or Not Applied. 
   
3. Total Cost: This field shows the total invoice cost. 
   
4. Notes: Use this field to add any notes if required. 
   
5. Invoice: This field shows the invoice number. 
   
6. Applied Date: If the invoice is applied, this field shows the date when the in
   
7. Surcharge: Use this field to enter the surcharge amount if applicable. 
   
8. PO#: This field shows the Purchase Order Number if the invoice is created using a purchase number.
   
9. Type: This field shows the invoice type: Standard or Negative. 
   
10. Misc: Use this field to add the miscellaneous amount if applicable. 
    
11. Date: This field shows the invoice date. 
    
12. Created By: This field shows who created the invoice. 
    
13. Prepaid Sales Tax: This field shows the prepaid sales tax amount, if any. Click the "Change" button to add or edit the prepaid sales tax amount.   

5. 3: Bottom Bar Action Buttons: 
   

1. Apply Cost Change: Click this button to apply the cost changes. This button is useful when you have changed the product's cost and when you are adding it to the invoice. When you click this button, the system will update the product's cost in the system.
2. Delete: Use this button to delete a product from the invoice. 
   
3. Edit: Use this button to edit the product the product details. Please select the product by clicking on it and then click this button. The Receiving | ITEM DETAILS screen will appear. Make the required changes and click "Save." 
4. Add: Use this button to add products to the invoice. 
   
5. Cancel: Use the button to cancel the changes you made to the invoice. 

4. Editing the Invoice 

You can edit an invoice record only before it is applied. Once applied, the changes cannot be reversed.

1. Add product(s) to the invoice.
   
2. Delete product(s) from the invoice.
   
3. Edit the quantity and cost of the added products. 

1. Navigate to the Receiving | PREVIOUS INVOICES screen. Click on the invoice record to select it and click the Edit button. 

Figure 4.1

1. The Receiving | INVOICE DETAILS screen shown in Figure 3.1.6 will appear. 
2. Edit the information per the requirements and click "Save." The system will save the changes and show the success message.
   

5. Copying the Invoice 

1. The Receiving | INVOICE DETAILS screen, shown in Figure 3.6.1.
   
2. Click the Copy Invoice button. The Copy Invoice screen will appear, as Figure 5.1 shows.

Figure 5.1

1. Keep Cost Changes: Tick this checkbox to retain the cost changes made in the current invoice for the copied invoice. 
2. Reverse Quantity Signs: Tick this checkbox to reverse the products' quantity values of the current invoice in the copied invoice. This feature is useful in cases like return and adjustment. 

1. Fill in the appropriate information and click "Copy." The system will show a success message. Click "Close."
   

Figure 5.2

1. The Receiving | Copy Invoice screen, as Figure 5.3 shows. 

Figure 5.3

1. Yes: Click this button to open the copied invoice.
   
2. No: Click this button to close the Receiving | Copy Invoice screen.

1. The copied will be listed in the Receiving | PREVIOUS INVOICES screen. Open it and make the required changes.

6. Printing the Invoice

1. Navigate to the Receiving | PREVIOUS INVOICES screen shown in Figure 3.1.6.
   
2. Click the "Print Report" button.
3. The Print Report screen will appear, as shown in Figure 6.1.
   

Figure 6.1

1. Make the appropriate selections and click "Print."  
2. The PDF will open in the browser. Click the Download icon to download it, then click the Print icon to print it. Figure 6.2 is an example of a printed Invoice Details Report. 

Figure 6.2

7. Deleting the Invoice

Figure 7.1