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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| title | Receipting |
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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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The Received 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.
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,
If the Warehouse requires a rotation you will have to enter one when receipting the PO.
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Upon saving the order, a message will appear regarding the Date receipted to make sure you would like to receipt using today’s date.
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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:
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.Before stock is receipted the Purchase Order must be changed. Remove the incorrect Product Code and replace it with the correct Code and quantity.
Save the Purchase Order and you can receipt the stock.
It is VERY IMPORTANT that you check the old Product Code for outstanding sales orders via Sales Orders - Products Maintenance.
Update the Sales Order lines where the product is specified with the new Product Code taking care to set the correct new quantity.
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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The Stock Invoice screen shows any Purchase Orders that have lines that have not yet been invoiced.
 The Purchase Order will be removed from this screen once all lines are invoiced. Clicking on the 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
Click Invoice All to populate the Inv Units/Inv Singles fields with the quantity that has been ordered.
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  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.  Click the Process button to complete the process using the details you entered in the Transaction Type and Invoice Details sections
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.
 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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| title | Returns |
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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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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. |
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| title | Freight Invoices |
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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 stocks.
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.
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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.
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There are 4 options on the Processing menu which are linked below
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