Receiving - Invoice Details

Receiving - Invoice Details

Once the Purchase Order has been located and the Invoice information entered (as described in the previous section), the Invoice is ready to process further.

Stock received on an Invoice, will ultimately update the Store stock on hand figure for all items received on the Invoice.

If the order has been completely received with no problems, i.e. the Invoice dollar totals and listed quantities match what was received, then the receiving process is very fast.

Quick Receiving steps - If the Invoice Dollar and Quantity Totals match the actual Invoice totals.

Select the 'Functions' Tab on the Receivings form.
Click on the 'Update Stock Counts' button to update the Stock on Hand figures on the Inventory database, for each item on the Invoice..

Click on one of the Green 'Report' buttons to print a hard copy of the Invoice by Item, Category, Department or Group breakdown.
Click on the 'Finalize' Invoice button to update Inventory and Vendor cost and margin records.
This also closes the Invoice.
The Invoice can now only be found by searching the 'Finalized' Invoices.
Clip any hard copies printed to the original Invoice as confirmation it was received.
This is a very simple step but it saves hours of back-tracking if it is not done!

Corrective Receiving steps - If the Invoice Dollar and Quantity Totals do not match the actual Invoice totals.

Often, what is on the original Purchase Order, is not what your supplier (Vendor) ends up sending you.
In this case you have to take steps to make the computer Invoice match the Vendor's Invoice.
The list on the 'Items' Tab lets you make changes to the Invoice Details prior to receiving the items into stock.

Click on the 'Items' Tab option at the top of the form.

To change the details on a line, click on it, edit the fields in the 'Edit' area and click on the 'Verify Item' button.
Repeat that loop for any item that requires a cost or quantity changing.
To Add a NEW item to the invoice, choose it from the Left Warehouse list by clicking on the item's line. Edit the cost and Quantity received, click on 'Verify Item'

If the Barcode is incorrect or unknown when you order a new item, you will not have verification of the Barcode number on the Product until the item is received. In that case, the program allows you to order a new item under a temporary barcode which you assign to the item.

The temporary barcode must be unique on the sytem.
When the item is actually received, you may edit the temporary barcode of the item in this area to reflect the correct, working barcode.
All references to the old barcode on the system, including the POS Lanes will then be automatically deactivated.

If an item on the original Purchase Order was not received and is also not on the Invoice, then it can be deleted from the Invoice.

To delete an Item line from the Invoice, highlight the line and click on the 'Remove Item' button..

The 'Functions' Tab Option contains additional functions and report options as shown below.

Once all additions, changes and deletions have been made, you can choose to print either the 'Exception List' or 'Not Verified List' to confirm your work.
The 'Undo All Verifications' button removes the changes and sets you back to square one.
The 'Clear All Non Verified Items' button gives a quick way of deleting any items that are not verified.
Check the that the item totals displayed now match the original Invoice before continuing.

To summarize - Using the Verification routines will allow you to modify any invoice to match the original figures on the Vendor's Invoice.

If the you need to return items or have items that have been back ordered, read the next section, before clicking on 'Receive All', Printing and Finalizing the Invoice.

The Stock Pricing Review is a Printed document that compares retail to cost prices for the Invoice.

Additional Items can be added and Exception reporting can be automated by scanning the goods received into a Hand Held unit and uploading the data to compare against the existing purchase order. Click on the P/O Info Tab to see this function.

The 'Import Items' button allows you to receive using the Unitech HT630 handheld device.
It will pull a list off the device and compare the quantity on the device to the original Invoice.
An Exception List can then be produced to see what was not received.
The Original Purchase Order can also be re-opened, re-printed or re-emailed from this form.

The Cost of Sales for goods on earlier Customer Invoices can also be updated by using the 'Cost Update' Tab
This is a specialized function and is only required if goods have been pre-sold against an existing Invoice, and the cost changes after the order date.

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