Page Comparison

This page covers the Receipting of stock sent from the warehouse, Invoicing the PO. Managing the Returns and Credit Notes

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This section covers everything in the Processing menu on the Purchase menu tab- the Authorisation of Purchase Orders, Receiving of Purchase Orders, Stock Invoicing of the PO and Purchase Freight Invoice.

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Before you read the information regarding the Receipting Process, we suggest you have a quick look at the YouTube video below, this covers most aspects of the Receipting Process.

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

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Please note The receive Purchase Order Screen will only show in Vision Commerce version 3 onwards.

• The Purchase Order will be removed from this screen when fully receipted.

• Clicking on the View button opens the Purchase Order screen with the Receipting tab showing.

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Product, Description, Qty Received, Qty Ordered, and Exchange Rate are all write-protected fields. If you wish to make changes to these, use the Purchase Order Details Tab before receipting the goods.

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Rotation Number, Qty Received may be auto-populated if you sent the Purchase order via Warehouse Submission and have received the Goods Received file/data back from the Warehouse,

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If the Warehouse requires a rotation you will have to enter one when receipting the PO.

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Clicking the Receipt All button to receipt all lines for the quantity on the order. The qty on order will be added to the Received Units and Singles columns.

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• Underneath the Lines of the Products for the order, you can enter Internal Rotation Notes for each Product on the order.

Partial Receipting:

• There are a number of reasons why you might partially receipt a line on a Purchase Order. e.g. Not all of the stock has arrived, or stock has been landed across more than one Rotation.

• You can enter any number of received units against the line (including more than was Ordered if you need to) and save the PO.

• The remaining unreceipted unit or singles will be placed on a new outstanding line on the Purchase Order. Receipt the outstanding stock against the new line when it arrives (or remove the new line if you are not expecting any more stock).

For more information regarding the Warehouse Submissions/Documents

Amending Product Details during Receipting:

If you are aware that a Pack Size or Case Rate has changed before the product is receipted on the Purchase Order then you can use the following method to correct this:

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 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.

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title Invoicing
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 Image Removed The Purchase Order will no longer show in this screen once all lines are invoiced. Clicking on the View button to open the Purchase Order Screen showing the Invoicing tab. Image Removed 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 you will receive the following message. Please read the comments on this screen and follow instructions carefully Image Removed Click “OK” to this message and the P.O.P VAT Analysis screen will show.

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

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