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.

Finding what is outstanding

Recording the Invoice

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

‘Qty Invoiced’ shows the quantity that you’ve already recorded a received invoice for.

To record a newly 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:

Click “OK” 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 “supplier invoice“ 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 ‘Complete PO’ button instead.

POP VAT Analysis

The final part of posting the invoice to the finance system will open the POP VAT analaysis form which is used to allocate purchase taxes for the product.

Fields you need to complete

Field	Notes

Field	Notes
Invoice Number	The invoice number of the invoice you are entering, this will be passed to the finance system
Transaction Date	also known as the invoice date, set it to the date you would like it recorded in the finance system.

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 are 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’.

Please consider using the section below carefully especially with underbond stocks where duty is suspended. returning stock here is a manual process and you may find it easier to adjust stock and process the credit note manually especially if your supplier does credit the exact amounts. Return stock does not generate any automation for the warehouse this has to be processed manually.

Returning Stock

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.

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.

Click Save to Invoice the Purchase Order you will receive the following message:

Click OK on this message and you will be shown the P.O.P VAT Analysis Screen.