The Stock Invoice screen shows any Purchase Orders which weâre 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.
Click the âViewâ button to open the Purchase Order Screen showing the Invoicing tab:
âQty Invoicedâ shows the quantity that youâve already recorded a received invoice for.
To record a newly received invoice enter a quantity in the final columns âInv Unitsâ and âInv Singlesâ, or use the âInvoice Allâ button at the bottom to automatically fill in the full ordered quantities.
Upon saving you will receive the following message:
Click âOKâ on 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 âsupplier invoiceâ PDF containing the information entered.
Some system generated Purchase Orders (such as transfers into reserve accounts) do not require an invoice and can have their status updated using the âComplete POâ button instead.
POP VAT Analysis
This screen is used to record the information displayed on the supplier invoice received:
Enter their invoice number in the âInvoice Numberâ field along with the invoice date in the âTransaction Dateâ field. All other information should already be accurate from the information already entered against the purchase order, if itâs not and no special circumstances apply then consider cancelling out of the PO invoice entry using the âCloseâ button and modifying the Purchase Order before continuing.
The information in âInvoice Detailsâ 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 are equal to the totals entered in âInvoice Detailsâ and if they do not youâll 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 âInvoicedâ.
Returns
The Returns tab is used to 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.
Credit Notes
Use the Credit Notes tab to process Credits received from a Supplier for the Goods already Returned on the Returns tab that has 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 on this message 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.
Entering a new Invoice
When you open this form you will have to enter some essential details shown in green.
Invoice No | from the invoice |
Shipper | the code you use for the shipper, usually the same as the code for your finance system This will then determine the currency, exchange rate and vat code which will be used to provide a base currency value |
Invoice VAT | if applicable from the invoice, this will be the shippers currency |
Invoice Grand Total | in the invoice currency including any VAT or tax |
Which POs Apply
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 purchase orders and lines
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.
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.
Completion
After clicking the Process button, all the fields above will be write-protected.
Once a Purchase Order or Purchase Order Line has been Processed it cannot be Unprocessed.
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
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 unchecked 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.