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titleInvoicing

The Stock Invoice screen shows any Purchase Orders that have lines that have not yet been invoiced.

Info

Please note The Stock Invoice Screen is only available in Vision Commerce version 3 onwards

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The which we’re waiting to receive the supplier invoice for, when this has been received and recorded on the system the Purchase Order will be removed from this screen once all lines are invoiced.

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Clicking on Click the View ‘View’ button to open the Purchase Order Screen showing the Invoicing tab.:

You would normally Invoice a Purchase Order In Commerce once you have been invoiced by the Supplier

  • If your Vision Commerce is integrated with a Finance Software - this will populate to the Finance Software.

Click Invoice All to populate the Inv Units/Inv Singles fields with the quantity that has been ordered.

  • Enter the quantity manually if required.

If the Supplier has provided a discount, you may still able to apply this on the lines before Invoicing.

When there are 1 or more lines Invoiced, click the Print Invoice button to generate the invoice to .pdf file format so you can email or print it for your Customers.

The Print Invoice button will be greyed out (disabled) if no lines are Invoiced.

Upon Saving to Invoice the Purchase Order ‘Qty Invoiced’ shows the quantity that you’ve already recorded a received invoice for.

To record a new received invoice enter a quantity in the final columns ‘Inv Units’ and ‘Inv Singles’, or use the ‘Invoice All’ button at the bottom to automatically fill in the full ordered quantities.

Upon saving you will receive the following message.

Please read the comments on this screen and follow instructions carefully

:

Click “OK” to this message and the P.O.P VAT Analysis screen will show.

Please carefully follow the instructions provided in the message and screen which follow

When there are 1 or more lines Invoiced, the Print Invoice button becomes available to generate a “supplier invoice“ PDF containing the information entered.

Info

Some system generated Purchase Orders (such as transfers into reserve accounts) do not require an invoice and can have their status updated using the ‘Complete PO’ button instead.

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titleP.O.P VAT Analysis

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

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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.

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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.

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Click Process record the information displayed on the supplier invoice received:

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Enter their invoice number in the ‘Invoice Number’ field along with the invoice date in the ‘Transaction Date’ field. All other information should already be accurate from the information already entered against the purchase order, if it’s not and no special circumstances apply then consider cancelling out of the PO invoice entry using the ‘Close’ button and modifying the Purchase Order before continuing.

The information in ‘Invoice Details’ and below can be edited however, for example if the Supplier has provided a discount. If you choose to do this the stock will continue to be received into the system with the original value entered and not the value entered here.

Click the Process button to complete the process, the system will check that the values in the bottom half of the screen equal to the totals entered in ‘Invoice Details’ and if they do not you’ll see this message:

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Otherwise if Vision Commerce is integrated with a finance system the purchase invoice will be sent to the purchase ledger in that system and the Purchase Order will be marked as Invoiced‘Invoiced’.

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titleReturns

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

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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