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titleP.O.P VAT Analysis

This screen is used to finalise VAT and Totals for the Purchase Order.

  • Click the Process button to complete the process using the details you entered in the Transaction Type and Invoice Details sections

    • This will post through to your Finance Software.

  • The Invoice Number would normally be provided by the Supplier.

  • The Transaction Date will default to the current date but can be changed.

  • If you click on Close you will receive a message, confirming that you do not want to process the goods total.

    • Clicking Yes will return you to the Purchase Order and close the P.O.P VAT Analysis Screen.

    • Clicking No will keep you on the P.O.P VAT Analysis Screen.

  • If you wish to change any of the Values on this screen, we recommend the changes are made on the Invoicing tab. If you make the changes here, you will receive a message stating the totals do not match. You will not be able to make the changes here as all the All totals are from the Purchase Order.

  • Click Process and the Purchase Order will be marked as Invoiced.

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titleReturns

The Returns tab is used return stock marked as receipted back to the Supplier on the Purchase Order.

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  • Enter the number of Units and Singles that you want to return and click the Save button at the bottom of the screen.

  • The Quantity Returned column will update to show the total number of units and singles returned so far.

You can not Return more Units and Singles than is currently in stock.

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titleCredit Notes

Use the Credit Notes tab to process Credits received from a Supplier for the Goods already Returned on the Returns tab that have already been Invoiced.

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Enter the number of Units and Singles and press the Save button to start the generation of the credit note.

You cannot Credit more items than have been Returned on the Returns tab.

  • Click Save to Invoice the Purchase Order you will receive the following message:

Please read the comments on this screen and follow instructions carefully

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  • Click OK to this message you and you will be shown the P.O.P VAT Analysis Screen.

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titleFreight Invoices

Purchase Freight Invoices are a way to accurately record the Freight Costs (from your suppliers to your warehouse) across multiple Purchase Orders.

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  • The following fields need to be entered before you can add Purchase Orders to this screen

    • Invoice Number

    • Shipper

      • The Currency and Account Code are determined by the Shipper details.

    • Invoice Grand Total

      • Includes the VAT

  • Adding the Shipper will populate the Currency, VAT Code, and Exchange Rate.

    • VAT Code and Exchange Rate can be changed

  • The Value field is the Invoice Total divided by the value entered in the Exchange Rate minus the Invoice VAT (if any).

  • You can select all or some of the lines on the Purchase Order.

    • Using F11 to lookup or manually enter the Purchase Order reference.

  • The Freight costs will be spread across all selected stock.

  • For each Purchase Order select all the PO Lines by clicking the Checkbox against that Purchase Order or highlight a Purchase Order and select the lines individually from the list below by using the checkboxes against each line.

  • You can only add Purchase Orders where all lines have been Invoiced and have at least one line that has not yet been added to a Purchase Freight Invoice.

    • The Standard Freight charges field needs to be unchecked when the Purchase Order is invoiced for it to be valid for the Purchase Freight Invoice process.

  • After clicking the Process button, all the fields above will be write-protected.

Note

Once a Purchase Order or Purchase Order Line has been Processed it cannot be Unprocessed.

  • When viewing a processed Purchase Freight Invoice, only the lines you previously processed will be shown

    • Any lines on any of the Purchase Orders that were not selected will not show.

Notes on setting up and using the Purchase Freight Invoice Screen

  • By Default, Freight and Insurance costs are based on charges set in the Country or Region screens.

    • If there are no costs against the Region then the cost against the Country will be used.

  • The Purchase Freight Invoice system allows you to set up more accurate Freight charges that spread the actual costs across all related stock.

  • If the Admin Menu\System Configuration Options\Use Actual Freight Costs For Stock Movements Postings field is checked, the system will use the Purchase Freight Invoice costs for any Stock Movements (if costs have been recorded).

    • If this field is un-checked then the default/standard Freight Costs will be generated from the Country or Region screens.

  • Any Shippers you want to use with the Purchase Freight Invoice system will need a Currency and Account Code set up against them in the Shipper screen.

  • The Account Code needs to correspond to an existing Supplier Code in Vision Commerce for the communication with finance software to work.

  • On the Purchase Freight Invoice screen, select the Shipper, add Purchase Orders and select all the Purchase Order lines that you want to be included.