Receiving - Invoice Finalize
When all items on the Invoice have been received OK, the Invoice is effectively finished with as far as the Store is concerned.
  • The original Invoice and Confirmation Report/s can be clipped together and sent to your Accounts Payable department.
  • When an Invoice is Finalized it will no longer appear in the list of pending  Purchase Orders, but will appear in the 'Finalized' list.
  • Consolidated Receivings Reports are available under the Vendors/Reports menu option.
  • Summary reports are available for each Invoice by Area, Department or Category.
  • To run a summary report click on the Report Buttons on the 'Functions' Tab option shown when an Invoice is selected from the 'On Order' Tab.

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  • To finalize an Invoice, it is recommended that a last Confirmation Report be printed and clipped to the Invoice or Weigh Bill received from the Vendor.
  • This would provide a paper trail if necessary for audit purposes.
Once the Invoice figures balances with the paper Invoice, the next step is to click on the 'Finalize' button on the Receivings 'Functions' Tab option..

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After you click on the Finalize button and 'Yes', the steps the system takes are:
  • Checks to see if that all items are 'Received OK', if discrepancies are found, the finalize will be aborted.
  • Vendor and Item Information are updated with Invoice costs, last order quantities and dates. 
  • The status is changed from a P/O to a Finalized Invoice.
  • Finalized Invoices can be searched, reprinted or updated by clicking on the 'Finalized' option at the top of the Form.
The Finalized Invoice search provides a Query Tool that can narrow your search instead of scrolling through 100's of invoices.

Select the Finalized Invoice Option from the Received List Tab.
Choose a Vendor (and Store if necessary) from the initial listings or 'All Vendors'.
Select a Starting and Ending Date Range for the search.
Click on the 'Search' button to see the data listed by your search.
 
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  • To select an Invoice, click on it's line on the Search List.
  • The 'Items' Tab option will be selected for quick viewing of the Invoice Detail

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Invoice Summary Details are viewed and Editied on the 'Invoice' Tab Option of the form.

A Finalized Invoice cannot be re-opened, re-received or re-finalized.

However:

  • The Effective Date of the Invoice can be changed by selecting the 'Invoice' Tab and Changing the Date.
  • The Invoice Number can be changed by editing the Invoice Number field on the same Tab and clicking the 'Save' button on the same Tab.
  • An Invoice can be deleted by clicking on the 'Delete' button on the first level of the form, before going into the details section. 
    This action also removes the Items from the current Stock on Hand count.
  •  Individual Items can be deleted from the Invoice by selecting the Item on the Invoice 'Items' Tab option list, selecting the item, then pressing the 'Remove Item button.
    This action also removes the Item count from the current Stock on Hand count.
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  • Additonal Items can be added to a Finalized Invoice as well as Deleted, but stock must tbe updated by clicking on the Functions Tab 'Updated Stock Counts' button again.  Only stock for the new item will be affected by this action.