Purchase Invoices Entry Field Help

Purchase Invoices Entry Header

Vendor: this will be the Vendor in which the Purchase Invoice will be generated for.  By pressing F1 with the cursor in this field the user will be able to search for this vendor by keyword. When a Vendor is selected the name and phone number will appear automatically in the respective fields. 

Payable To: this will be the Vendor in which the Purchase Invoice will be paid to. Once recalled using the Ctrl+F3 key, you will be able to search for the Payable To vendor by pressing the F1 key.  When a Vendor is selected the name and phone number will appear automatically in the respective fields.  By default this Payable To vendor will be pulled from Vendor Maintenance.

Invoice Number: this is the invoice number that is assigned to the Payable Invoice. This needs to be entered manually.

Attachment: when processing a credit invoice, this field will allow you to specify which regular invoice the credit applies to. By doing this the system will link the invoices together therefore adjusting the amount of the specified regular voucher. If left blank the system will populate this field with the Payable Invoice number.

Invoice Date: this is the date specified on the invoice.  Upon entering this date the discount date, due date and discount % fields will populate automatically with payment term information from Vendor Maintenance.

Discount Date: this is the date in which the term discount is valid until

Due Date: this is the date that the vendor invoice will need to be paid by. 

Discount %: this is the discount amount, measured as a percentage, that the specified vendor will give if payment terms are met.

Discount $: this is the discount amount, measured as a dollar amount, that the specified vendor will give if payment terms are met.

Purchase Type: there are four types of Purchase Order types available.

           -Regular: this is your standard PO which will be received at the store or warehouse. Multi-Store purchasing is also a capability under this type of order.

          -Direct: this is a standard PO with an additional area to specify a direct ship to address (i.e. ship directly to customer)

          -Consignment: this order type will act as a listing for all consignment items that are available for sale by the store.  These items are not received into the store's inventory.

Invoice Type: there are seven different Invoice types available

          -Regular: this invoice type is used for non-purchase order receipts where items that have not been previously received into the system can be entered and received immediately at the time the Payable invoice is processed.

          -General Ledger: this invoice type is used for non-product payable invoices such as utility payments or phone bills.  When this invoice type is selected the Current or Previous period will need to be specified from the Period field.

          -Material: this invoice type is used for product invoices where the product vendor is not the same as the freight provider.  When this invoice type is selected the receiving slip number will need to be specified in the Slip Number field.

          -Material, Freight: this invoice type is used for product invoices where the product vendor and the freight provider are the same. When this invoice type is selected the receiving slip number will need to be specified in the Slip Number field.

          -Duty, Brokerage: this invoice type is used to land duty and brokerage across item from the recalled receiving slip. You will need to ensure that any necessary adjustments to the receiving slip are made prior to using this invoice type.  When this invoice type is selected the receiving slip number and receiving slip vendor will need to be specified in the Slip Number and Slip Vendor fields respectively. 

          -Freight: this invoice type will be used in conjunction with a Material invoice for the purpose of landing 3rd party freight. You will need to ensure that any necessary adjustments to the receiving slip are made prior to using this invoice type.  When this invoice type is selected the receiving slip number and receiving slip vendor will need to be specified in the Slip Number and Slip Vendor fields respectively. 

          -Deposit: this invoice type will be used to recall a Purchase Order for the purpose of placing a deposit against that order. The system will keep track of this in the Purchase Order Deposits report.

Invoice Amount: this is the total amount of the invoice (including tax)

G.S.T (Federal Tax): this is the federal tax amount (entered as a dollar value)

P.S.T (Provincial/State Tax): this is the provincial/ state tax (entered as a dollar value)

Distributed Amount: this field allows a user to land any receipt variance amount across the products specified on the recalled receiving slip. This amount is entered as a dollar value.

Difference: this field calculates the difference, as expressed in dollars, between the combined value of items showing in the posting grid and the invoice total value.  This field will also take into consideration any value entered into the Distributed Amount field.  This field must be equal to 0 before the system will allow you to post the invoice.

Purchase Invoices Entry Posting Grid

Line: this is the line number that can be referred to when referencing a PO. This will populate automatically in sequence as items are added to the Purchase Order.

Whse: this will be the location in which the product will be received at. By default this will be populated with the warehouse which is associated to the terminal you are logged into.

Product or Account Number: this is the items identifying number or the specified GL account

Description: this is the items description.  This description is pulled from the Inventory Maintenance module and cannot be changed in the PO Posting grid.

Quantity: this is the desired order quantity for the item.  With your cursor in the Quantity field you will have access to the following functions

          -F1: allows the user to select from Alternate Units of Measure

          -F2: shows Product History in a separate window.

          -F3: shows all open Purchase Orders containing the respective line item

          -Alt+F1: shows all product memos associated with the respective line item

Unit: this is the master unit of measure (UOM) associated with this item.  If the F1 key is used, from the quantity field, to adjust the unit of measure the selected alternate UOM will display instead.

Cost: when navigating to the Cost field a window will open prompting the user to select from three costs.

          -Last Cost: this is the last cost that an item was received at

          -History: this will show all purchase history for the respective line item.  Any cost can be selected from the History window

          -List: this will only display if Vendor Price Lists are maintained in the system for the respective line item)

Disc %: this field gives the user the ability to attached a percentage discount (up to 4 layers) to a product. The F12 key can also be accessed from this field.  By striking this key the Landed Cost area of the Purchasing application will display. The Landed Cost area is commonly used to allocate a surcharge to an item. 

Disc $: this reference field will calculate the dollar value of the discount as specified in the Disc % field. To change this value the adjustment will need to be done in the Disc % field.

Total: this is the line total as calculated by Quantity x Cost.

Purchase Order Footer

Freight: a percentage or dollar amount can be entered into the respective freight field.  It is important to note that whatever amount is entered into the $ field will be prorated across only the items being received.  (ie. if $10 is the total freight charge for a shipment of 10 items, yet only half the dollar value of the PO is being received, then this field will manually need to be changed to $5) 

Currency: this field allows a user to specify which currency the freight amount is to be represented as.

Rate: this currency rate is the multiplier used to calculate the exchange rate of the selected currency. This value is  maintained from the Currencies Maintenance module.

Brokerage: a percentage or dollar amount can be entered into the respective brokerage field.  As with freight the brokerage amount will behave identically in backorder scenarios.

Date Updated: this field will show the last date in which the displayed Invoice has been updated.

Total Lines: this field represents the subtotal value of the invoice.

Total Fees: this is the net total of the global freight and brokerage.