Stock Items for Invoices and Goods Received

The procedures for entering Invoices and Goods Received are exactly the same, the only difference being if a Supplier's Invoice # was entered. An existing Goods Received can be changed to an invoice simply by entering the corresponding supplier's invoice #.

The following information must be entered and saved before the individual stock items can be entered. This will restrict stock items available to this supplier only.

Supplier

This is the supplier of where the invoice originated from.

Stocktake #

If the stock take # appears then any adjustments that are done to this invoice will also apply to associated stocktake thus allowing a user to back-date any items that may have been missed or need to be adjusted.

Invoice Date

This is the date on the invoice.

Supplier Invoice #

This is the supplier's Invoice #, if this number is not entered then the Invoice will be converted to a delivery docket.

Delivery Docket #

This is the supplier's delivery docket #. This item MUST be entered if there is no Supplier Invoice #.

Invoice Total

This is the total of the complete invoice and is used as a cross-check of the invoice.

Calculated Totals

It is calculated by adding the cost price of all the stock items entered plus the Other Total $. If the Invoice Totals doesn't equal the calculated total the this item will appear in RED and the Difference $ item will show any variation in the totals.

Other Totals $

This is any other amount that is not included as part of the stock items. This may include items such as freight, surcharges, etc.

Notes

Type any other relevant information here.

For each of the Stock Items in the Invoice do the following:

Stock #

This is our internal Stock # for the item

Name

This is the name of the stock item

B/O

If the item is to be placed on backorder and was not part of the delivery as expected.

Serves

The number of serves that are in the total packages

Packages

The number of packages that are in the delivery

Serve Price

The average serve price of each item

Cost Price

The average cost price of each item

Adjusted

Whether of not the item has committed to the storeroom. (ie. move into the stock on hand)

To enter a new stock item press <New Item> and select the stock item to be entered. Only stock items available to this supplier will be shown. You can change any item once entered before the Invoice is committed. But once committed you can only add new items to the invoice.

See also: Stock Item Details for Invoices and Goods Received

Committing the Invoice

Once the invoice has been completed and cross checked it is then necessary to commit the stock to the storerooms. This makes the items in this invoice available for sale and accountable in the next stocktake. Once an invoice has been committed, it can not be deleted or the individual items changed. but you can add new stocks items.

If any mistakes have been made then it is necessary to reverse the invoice by creating the items (ie. -100 units) etc. and then recommitting the invoice. This will effectively negate each item credited.

Note:

Barcode searching is only available when invoice is in edit mode. The barcode must match a stock item for the selected supplier.