Order Vendor Invoice

Inventory Purchases – Order Vendor Invoice

The Order Vendor Invoice, OVI, is commonly referred to as a Vendor Order.

The Order Vendor Invoice screen is the second item in the Inventory Purchases Data Entry drop-down menu.

An Order Vendor Invoice, is a formal order for goods or services that you provide to your Vendor in order to complete a Vendor Order. It is also where the SapphireOne system formalises the payment and shipping terms.

Order Vendor Invoice Overview

Any data entry field that has a light blue background is a linked data entry field. If you do not know the exact ID to enter, the user may replace some or all of the characters with the @ or ? symbols. The system will then display a much shorter list for the user to select the correct ID from. For example,if the user enters K@ the system will display all records beginning with K.

When a data entry field heading is underlined this indicates that once an ID has been entered the user may then click on the underlined heading. The system will then do a specific query for the ID as entered and display a list with just the single item in it. The user may then view or modify the item as normal.


The reader should be aware that there are a number of additional pages in this type of transaction. The number of these pages varies from two to twenty of more for various functions in the SapphireOne system.

For this reason only the main pages that change depending on the transaction type will be documented in this article.

The user should note that there can also be up to eight additional common pages in various types of transactions. Not all eight pages appear in all transactions but they all have the exact same format.

  • Seven of these pages are, Layout Style, Shipping, Action, Documents, Workflow, Calc and Write and they will be listed at the bottom of the Page drop down menu.
  • The exception of this is the Custom Page which will always have the same name, and be basically the same common layout but will normally be placed third or fourth down in the list of items on the page menu.

These will be documented in a separate article

The reader should be aware that there are a number main pages in this type of transaction,  and eight additional pages that are common throughout the SapphireOne system.

These pages are, Custom, Layout Style, Shipping, Action, Documents, Workflow, Calc and write.  These pages will be displayed at the bottom of the Pages drop down menu with the exception of the custom page which will always have the same name but will be placed in the drop down menu at different locations.

For this reason only the other pages ill be documented in this web page. The number of these pages varies from two to twenty of more for other functions.

On the Details Page there are five main areas of an Order Vendor Invoice

1. Details Area

How to enter information in the Details area:

  • Vendor ID – Is a linked field and the user can use the Wildcard options to find the correct ID. The system will then display a shorter list of ID’s to select from.
  • Contact – Accept the default contact person or select the contact person you wish to attach to this OVI.
  • Address – This field is the mailing address which automatically populates from the vendor’s master record.
  • Delivery address from defaults – If you have alternative delivery addresses saved in the vendor address page you can select them from a drop-down list.
  • Copy Mailing address to the delivery address – Copy the mailing address to the delivery address field, this may be entered manually or by using the arrow.
  • Document Paperclip – Scan and attach any documents relating to the money receipt.  

The user will note that initially there is a paper clip in the top right hand corner of this area with the words 0 Items after it. The colour of this paper clip indicates that there are no documents attached to this transaction.
When a document has been attached, the paperclip will turn and the word Items will be prefixed by the number of documents currently attached to this transaction.
Within reason any number of documents may be attached to a transaction!

In either case to add a document, select either the or paperclip, and the following Document List pop up will be displayed.

Note: While the screenshot below is from Mac, for Windows users the Document List pop up is identical!

There are eight buttons or icons on this Document List pop up.

  • When the button is selected the system will open the currently highlighted document for viewing. (The appropriate software must be installed on the local machine or workstation)
  • When the button is selected the system display a popup which asks the user if they want to Import a New Version of the currently highlighted document. (The new version will still be linked to any transaction’s as was the old version).
  • When the Scan button is selected the system will access a scanner and following the usual prompts allows the user to Scan a Document Directly into the data file and link it to this transaction. (The appropriate scanner with software must be installed on the local machine or workstation).
  • The Save button allows the user to save the currently highlighted document to disk.
  • The Link Document button allows the user to link the currently highlighted document to other transaction or transactions in the data file. A popup will be displayed allowing the user to make their selection.
  • The Link Existing document button allows the user to link an existing document in the data file to this transaction or record. A popup will be displayed allowing the user to make their selection from a list of documents.
  • The Delete button when selected, will delete the currently highlighted transaction or record.
  • When the Add button is selected the system will display a search function allowing the user to select a document that is currently on the local machine or workstation.

2. Information Tab Area

The Information Tab area is used to display extra information about the current entry. You have the ability to view the information here, not alter it.

Click on the Information Tabs to select the details you would like displayed. The Information Tabs change automatically for the different transactions being viewed. 

The tabs for this type of transaction include as follows:

  • Vendor – Displays Vendor details including ABN, Total Owing, Credit Remaining, Owing + Un-posted, Warning Message, Turnover, Credit terms, Product, Last Transaction Date etc.
  • Invoices – Displays a list of recent purchase invoices.
    • A purchase invoice can be copied by using right click, and selecting the ‘Copy Transaction’ option.
    • By selecting a historical transaction, and then right mouse clicking, you can also Copy Invoice, Copy Lines and Open an Inquiry which will open the selected transaction in the new inquiry screen.
  • Lines – When a transaction line is selected, this tab displays history of the Inventory item. Included in each transaction is the Qty ordered and Amount, Sequence N°, any Discount Code and percentage allocated, Date and Type.
  • Inventory – When a transaction line is selected, this tab displays inventory details such as available stock, stock on order, standard price, next arrival date, default Vendor.
  • Pricing – When a transaction line is selected, this tab displays any Price Book entries which apply to the item for this Vendor.
  • Items – When a transaction line is selected, this tab displays additional inventory details.
  • Controls – This tab displays information about the transaction such as the date it was created and who created it.
  • Allocation – This Tab displays any allocation of the Invoice to a Vendor Payment or Credit.
  • Error Code – Displays any error code such as negative stock, batch error and period error.

3. Tracking Area

How to enter Tracking information:

  1. Date In – Is the date that this Order Vendor Invoice has been entered on the system (usually the system date).
  2. Arrival – When converted from a Order Vendor Invoice (OVI) to a Vendor Purchase Invoice a (PVI), the Arrival Date will automatically become the Date In for the new PVI.
  3. Order No. – External reference number.
  4. Invoice No. – Internal reference number and automatically generated by the system.
  5. Rep ID – Sales representative ID if required.
  6. Period – Period matching the date, set in company controls.
  7. Bay Swap – This button allows a user in warehouse management to swap the bays around when the Inventory is located in multiple bays.
  8. ETA – This button allows the user to update the Estimated Time of Arrival, ETA, on a line by line basis when the delivery date is the same as the arrival date. This will then be automatically reflected in the Arrival field. A pop-up ETA Mass Update screen will also be displayed. 

4. Transaction Lines Area

All of the lines in the Destination area listed here. The list only displays the basic details of each Line.
You cannot directly edit from this list.
To view or modify any line in this Line Listing area, select or highlight a line.
All of the additional data entry fields will then be displayed for you immediately above the list of lines.
From there the user is able to view or modify all of the data entry fields for the line as required.

The easiest way to add a line is with the keyboard shortcut. Hold the  (Command or Control key down and select forward slash (/). The system will then place the cursor in the Account ID data entry field ready for the entry of a new line. Alternatively, selecting the button will also place the cursor in the Account ID data entry field, ready for the entry of a  new line.
Lines may also be added to the transaction by clicking on the button or selecting the button to delete the currently highlighted line.

ID data entry filed ready for the user to enter in an ID for the first line in the transaction. (Or add another line to the Destination area).

Alternatively they may use the button to add a new line into the destination area. (Same result as above).

The user may use the button to remove the currently highlighted line in the destination area.

How to enter Transaction Lines:

  • Inventory – Is a linked field and the user can use the Wildcard options, or simply type part or all of the ID to search for the Inventory ID.
  • Inventory Details – Once the ID is entered the system will display the Inventory name.
  • Ordered – Enter the quantity being ordered.
  • B/O – Enter the quantity to be back ordered. For you to be able to access the back order function, stock type will need to be set to Normal.
  • Arrival – This is the number ordered minus the number on back ordered. Ordered minus B/O.
  • Rate – This is the Line Item default rate. You can enter in a new rate but note this is the rate excluding tax.
  • Discount – Discounts will be entered by the system from the Vendors master record or Price Book. The user may also enter a discount manually if required.
  • Tax Code – It is not recommended that user alter tax codes as they are set up elsewhere in the system. You may accept the default code or enter in a new tax code.
  • Tax % – For example Australia, USA, New Zealand and other countries, the Vendor Tax Code controls the rate. In Australia, the Inventory file will override on GST free or exempt items as required.
  • Tax Amount – This will automatically populate with the total amount of tax for each individual line.
  • Total – This is the total cost for each individual line item including any tax.
  • Arrival Ex-Tax – This is the cost before Tax. There are two locations within an Order Vendor Invoice where the Ex-Tax value is displayed. In the Line Entry area where it is displayed on a line by line basis, and in the Totals area at the bottom of the screen as a value for the entire order. This is for users who are arriving orders and need to be able to view the Ex-Tax pricing within the Order.
  • System Automatic data entry – All of the following items details must first be entered into each Inventory Item. The user will note that these data fields are a mixture of grey and white.
    • Weight / Area – Is white and indicates that this field is modifiable by the user. It displays the total weight or area x order quantity. The user may enter the total weight required, which will automatically update the order quantity.
    • Carton – Is grey and displays the total cartons: quantity multiplied by the carton quantity set in Inventory details and is not user modifiable.
    • Pallet – Is white and indicates that this field is modifiable by the user. It displays the pallet quantity. The number of items that will fit on a pallet to the second decimal place. The user may enter the total pallets required, which will automatically update the order quantity.
    • 2nd Unit Displays total 2nd unit (quantity multiplied by 2nd unit quantity set in Inventory details).
  • Project – Is a linked field and the User can use the Wildcard [ (@ or ? ) and TAB ] option to search for the Project ID. The system will display the Project Name.
  • Don’t Print – Select Don’t Print to stop the line below from printing on the Order Vendor Invoice. The amount from this line is still included in the total value of the Order Vendor Invoice.
  • Tariff – The Tariff ID number will display in this field. This is set up in the SapphireOne Manager Menu.
  • Duty – This is the Duty amount that may be either a fixed dollar amount or a percentage. This is set up in the SapphireOne Manager Menu.
  • Duty % – Is the duty amount as a percentage.
  • On Cost Factor – The On Cost Factor is calculated as (Cost of Goods and services + On Costs) / Cost of Goods and services. This is automatically populated or you can insert the amount manually.
  • Final Cost – Is the Final Cost of Inventory ordered including Tariff, Duties and On Cost Factors.
     

Before calculating the On Cost Factor on FX transactions, it is essential that ALL costs be converted to the same currency. SapphireOne will do this for you automatically.

5. Transaction Footer Area

The Transaction Footer is the information bar along the bottom of the screen, and allows for easy checking of the critical details of a transaction.

These details include:

  • Sequence – Is the automatically generated unique Sequence number.
  • Batch – The Batch field shows the total for all orders entered in the current group.
  • Amount – Total Amount is the Tax free amount of the order.
  • Arr Ex-Tax – This is the cost before Tax.
  • Totals – For the following items to be correctly calculated by the system here in the footer, each and every Inventory item in the Order must have the following details entered correctly, so that the system can correctly calculate totals them.
    • Ordered/Weight – Is the total weight of all lines.
    • Weight/Area – Weight/Area is the total weight or area of all lines entered on the order.
    • Carton – Is the calculated total quantity of Cartons.
    • Pallets – Is the calculated total quantity of Pallets.
  • Discount – This Discount box allows the user to apply an overall discount percentage to the entire order.
  • Tags – The user can select a saved Tag from this Drop down or add a custom tag.
  • Note that a tag of HOLD is hardwired into the system. When it is selected the transaction may not be posted until the tag status of HOLD is removed or altered to something other than HOLD.
  • Many of the tag headings are user configurable. All of the items in the tag drop down lists may be created by the user.
  • To add in a new tag to the list simply type it in and move the focus away, (tab away). The system will ask if you want to add the new tag to the list.
  • To remove a tag, select it, then re-select it while holding the Control or Command key down. You will be asked if you want to remove it from the list.

More Details Page of an Order Vendor Invoice

More Details Page of an Order Vendor Invoice Overview

The More Details Page has provision for the conversion of this Order Vendor Invoice to a Purchase Order, as well as data entry fields which allow the user to immediately enter in the payment details.

There are five data entry fields where notes or instructions may be entered. Some of these are populated from text entered into the Vendors Master record. These five data entry text fields are as follows.

  • Text Details – The text entered here is for in house use only and will not be printed on any Order Vendor Invoices.
  • Instructions – Any delivery instructions may be entered here and they will be printed on the Invoice.
  • Signature – If provision for digital signatures has been set up the signatures will be displayed/stored in this Signature data entry field. a Vendor Signature is a digital signature for mobile proof on smartphones or tablets.
  • Footer Details – Any notes or comments entered into this area will be printed in the footer of the order.
  • Order Message – Any messages unique to the Order may be entered here and will be printed on the Invoice.
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Watch how to enter a Order Vendor Invoice in SapphireOne

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