Page Comparison

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There are 4 options on the Processing menu which are linked below

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Authorise

A new feature to allow control over the amount an employee can order was implemented Q3, 2021.

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This will show all the Purchase Orders that have their Status as A - Awaiting Authorisation .

Receive

The Receive Purchase Order screen shows any Purchase Orders with one or more lines still waiting to be receipted.

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1. Create a new product.
   You can replicate the existing product if this is easier (avoiding having to retype all the information). This will have new sales and standard cost price as well as the new pack size.

2. Before stock is receipted the Purchase Order must be changed. Remove the incorrect Product Code and replace it with the correct Code and quantity.

3. Save the Purchase Order and you can receipt the stock.

4. It is VERY IMPORTANT that you check the old Product Code for outstanding sales orders via Sales Orders - Products Maintenance.

   1. Update the Sales Order lines where the product is specified with the new Product Code taking care to set the correct new quantity.

   2. Where sales orders are allocated you may need to un-allocate the Sales Order, update it, and then re-allocate before submitting to the warehouse.

Invoicing

The Stock Invoice screen shows any Purchase Orders 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.

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title P.O.P VAT Analysis
POP VAT Analysis This screen is used to record the information displayed on the supplier invoice received: 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: 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’.

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title Returns
Returns 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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title Credit Notes
Credit 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. 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 what has 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 Click OK to this message you and you will be shown the P.O.P VAT Analysis Screen.

Freight 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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Entering a new Invoice

When you open this form you will have to enter some essential details shown in green.

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Which PO’s Apply

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

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Which Lines on the PO

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.

Completion

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

General Information

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.

Additional Notes

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

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

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

4. 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).

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

6. 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.

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

8. 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.

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