Vendor Invoice Entry

This function generates the invoices corresponding to the physical expeditions. The invoices are created from the data taken from the Purchase Order Receipts, created by the function Purchase Order Receiving function (Logistics menu).

A given invoice (already transmitted by the vendor) can be chosen in the rolling list and displayed.

By clicking on the New button, a new invoice is created and a new invoice number is generated. The date corresponding to the invoice is entered (by default the current date is proposed).

Then one has to enter the corresponding vendor’s code. The list of the purchasing orders that have not been invoiced is displayed via the button Shipments non-invoiced. When a shipment is selected in the list, the corresponding vendor’s code is transferred to the Vendor’s code cell.

Then the following information concerning the vendor is displayed:

•      Vendor’s invoice #,

•      Payment term,

•      Maturity date,

•      Discount.

Then, the list of purchase order receipts corresponding to the vendor invoice is displayed. For each line (i.e. for each purchase order) the following data are displayed:

•      Line number,

•      Item code and description,

•      Received quantity,

•      Unit price,

•      Discount (if any),

•      Pre-tax amount,

•      VAT rate.

For the overall customer invoice the following data are also calculated

•      The total amount (without tax),

•      The discount rate,

•      The pre-tax amount,

•      The VAT amount,

•      The total amount (including taxes).

When an invoice is selected in the rolling list all the associated purchase orders are displayed. It is possible to eliminate some orders from the invoice by clicking in the F column. The different amounts will be automatically updated.

When clicking on the line, the purchasing order reception details are displayed.

It is worth noting that the user can select payment conditions that are different from those recorded in the vendor’s maintenance page (that are used by default). Again, the different amounts will be automatically updated accordingly.

The invoice is validated by clicking on the OK button. The invoice is then transferred into the vendor’s account.

It is possible to add lines to the invoice in order to take into account some additional services or operations costs (packing and/or transportation costs for example). By clicking on the Add button, the Additional line window is displayed. One can add non-stored type items in such cost lines. Then, one enters a quantity, a unit price and a possible discount rate. The additional line is recorded in the invoice by clicking on the OK button.

The due date for a given invoice can be changed under the condition that the invoice has neither been already paid, nor sent.