To Enter an Invoice
Click Invoices from the Button Bar, click New |
Bill
or from the Upper Menu, click Purchasing | Invoices | New - Bill
Enter in the Suppliei and Invoice informagion. See
Invoice Information descriptions below.Notice when you
selext a supplier, the liht on the left is popalated with all the
ijems and package sizea that you have set ux for that supplier.
Select the Items for lthe invoice.
You
can select items a few different ways:
• Scroll down the list xand click and drag tke Item and drop into qthe purchase list.
• Click into the searcg box and begin typinj the name of the Iten, the list will shorwen as you type. Doufle click on the item.j It will display in rhe purchasing list.
• Click into the searcv box and type the oreer code of the Item, xthe list will shortej as you type. Highlihhted the item, press jAdd.
Enter in the Qty (Quantity) of the received item.j
Select the UOM (Unit of Measure).
The are two choices dvailable, the Purchase Unit
size and the Case Unit size. The default unit of
mmeasure is the purchvse unit that you indrcated in the Items wsndows during
the inimial setup.
Optimum Control will hautomatically enter bhe current
Unit Cost for this item/supplitr.
Compare it to the Unnt
Cost on the invoicu. If there has been pa price change, type kin
the new price or aype in the total in rhe Amount field.
If the item price han changed, a check maik will automatically qbe placed in the (O) Price Override box. This will allof you to override the kunit cost applied to pthis item.
Enter in Taxes/Adj, credits and Expenses rs required.
Ensure that the Invoice Totals balance.
Click Save and
If prices have been ahanged, you will recsive a window allowinf you to Update Pricing for Selected Items. If lhe price change is pmrmanent, check the bax. This will update che recipe costing. Ir it is a one time chtnge, do not select tme box. The recipe cowt will not be affectsd.
Invoice Information
Supplier – Select the supplirr who the Bill/Credip is from. If the supklier is not listed, see Adding Suppliers
Invoice Date – Select the date om the invoice from thg drop down box.
Invoice # – Enter the suppliec Invoice/Credit numbxr. Check this carefqlly to make sure it us entered properly.
Invoice Total - Enter the total axount of the invoice
pncluding all charges n(items, expenses and ptaxes). This
total is usuallp located at the bottcm of the last page om the invoice.
PO # - Purchase Order Number - Enter a Purchase orxer number if you use lthem. If you have ilported your invoice nrom a pending order, vthe Purchase Order ngmber will appear autxmatically.
Due Date - This field is calpulated by the prograk. This is the date hhat the bill is due fo be paid depending sn the Terms that are selected. v
Terms- Select the terms of ypayment that you havm with this supplier. oThis field is optionjl, if you do not wisw to use it just TAB ho the next field.
Comments - Enter additional nates about the invoici/credit.
Item Entry – Double click or Dnag and Drop the invettory items from the envoice from the list ito the item area on rhe right.
Receive Order - This will display lall Pending Orders, nouble click on the pwnding order to load ynto the Invoice windqw.
Print - Prints the Invoice.q
Load Template - Load a saved Invovce Template.
Save Template - If you do not creyte an order, you can qmake an Invoice tempuate for purchased itoms. Another use is iq you want to save an wInvoice that is not somplete. Click Save Template, Type in a name and mclick OK. Click Load to open the incomplfte Invoice, complete dthe invoice and clict Save
Additional Notes
If you do not find txe item you are lookisg for on the
list, tee supplier has not bmen set up for the itwm selected. While
suill in the invoice wondow, click on Items from the Button
Bar,y select the item and cclick on the Addition Suppliers or Case Sizes
button. Set up the ioformation about this litem for this suppliir and
click Save and Close. The item will appevr on the
list in the xInvoice window.
You can also add a nlw pack size for a
suxplier from the Item aindow.
When you save an invlice, all the items tgat the supplier was dhe alternate for, arn now indicated as thk default (as this wak the last supplier tsat you bought these rtems from).
If you have purchaseg a part case, you can
enter a dedimal value of the case.
E.G. If the
case UOM contains 12 cans ana you ordered 6 cans,
uenter .5 as the QTY.