Purchase Vendor Invoice

Purchase Vendor Invoice Overview

The Purchase Vendor Invoice (PVI), also commonly referred to as a Vendor Purchase, is the fourth item on the Inventory Purchases data entry menu. The Purchase Vendor Invoice data entry screen allows for easy entry of stock purchases into the SapphireOne system.

Details Area

How to enter information into the Purchase Vendor Invoice Details area:

  • Vendor ID – Is a linked field and the user can use the Wildcard options to search for the correct ID, or simply type part or all of the ID with the appropriate wild card to search for the Vendor ID.
  • Contact – Accept the default contact person or select the contact person you wish to attach to this vendor invoice.
  • Address 1 – This field is the mailing address which automatically populates from the vendor record.
  • Address 2 – This field is the mailing address which automatically populates from the vendor 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.
  • Document Paperclip – Scan and attach any documents relating to the Purchase Vendor Invoice.

Information Tab Area

The Purchase Vendor Invoice 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 ‘Copy Transaction’.
    • By selecting a historical transaction and then right mouse clicking you can Copy Invoice, Copy Lines and Open in 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 PriceBooks 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.
  • Add/Deduct – This tab displays additions and deductions details.
  • Error Code – Displays any error code such as negative stock, batch error and period error.

Tracking Area

The Purchase Vendor Invoice Tracking Details area stores tracking details relating to the current Date, Delivery Date, Invoice No, Sales Rep and Carrier.

How to enter information in the Purchase Vendor Invoice Tracking Details area:

  • Date In – Is the date that this Order has been entered on SapphireOne (usually SapphireOne date).
  • Arrival – Is the expected arrival date.
  • Order No. – External reference number.
  • Invoice No. – Internal reference number and automatically generated.
  • Rep ID – Sales representative ID.
  • Period – Period matching the date, set in company controls.
  • Bay Swap – This button allows the user in warehouse management to swap bays of where the Inventory is located.

Transaction Lines Area

As you enter a transaction, a summary of the transaction appears in a single line. You can view or modify a line by selecting it, then proceed to view or modify in the data entry area above.

How to enter information in the Purchase Vendor Invoice Transaction Lines area:

  • Inventory – Is a linked field and the user can use the Wildcard options to replace part of the ID to do a limited search for the correct ID.
  • Unit – Populates the unit details as entered in the inventory item, for example Set, Each, Ctn, Kg, etc.
  • Quantity – The amount of Inventory order.
  • Rate – This is the Line Item default rate. You can enter in a new rate but note this is the rate excluding tax.
  • Discount – Enter any Discount percentage allocated.
  • Tax Code – 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 a Vendor Order 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.
  • Project – Is a linked field and the User can use the Wildcard [ (@ or ? ) and TAB ] option to search for the Project ID. SapphireOne will display the Project Name.
  • Project Retention % – Amount of the project costing allocated to this invoice.
  • Don’t Print – Select Don’t Print to stop the line from printing on the Invoice. The amount from this line is still included in the total value of the Invoice.
  • Weight/Area – This field 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 – Displays the total cartons: quantity multiplied by the carton quantity set in Inventory details.
  • Pallet – Displays the pallet quantity (quantity multiplied by the pallet quantity set in Inventory details).
  • 2nd Unit – Displays total 2nd unit (quantity multiplied by 2nd unit quantity set in Inventory details).
  • 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 manually the amount.
  • Final Cost – Is the Final Cost of Inventory ordered including Tariff, Duties and On Cost Factors.

Transaction Footer Area

The Purchase Vendor Invoice Transaction Footer is the information bar along the bottom of the screen, and allows the user to easily check critical details of the 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.
  • 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 order.
  • Tags – The user can mark this transaction with a tag if required.
  • Note that a tag of HOLD is hardwired into SapphireOne. 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.
  • Most of the Tag Headings are user configurable.
    • The Tag Headings may be re-named by going to:
      Utilities \ Controls \ Master Defaults \ then select the appropriate functions Page
  • All of the items in the Tag drop down lists may be created by the user.
    • The drop-down menus are created by entering in an item not on the list, then (tab away). SapphireOne will ask if you want to add the new tag to the list.
    • To remove a tag, hold the Control or Command key down and then select it. You will be asked if you want to remove it from the list.

SapphireOne checks that each transaction entry is complete and balanced before allowing any saving operation. When the Out of Balance is 0.00 the tick, will activate in the top tool bar indicating to the user that the transaction is ready to be saved. When more than a single transaction is selected, Blue will also be displayed on the main toolbar. See below for additional details.

You can save your Transaction in one of three methods:

Select the Tick when it is activated. This will save the current transaction and return the user to the main tool bar or the list.
When multiple transactions have been selected the user may click on the tick on the tool bar with the results as seen as above.
Or
Click on either of the the Arrows. This will tell SapphireOne to save the current transaction and open the next transaction in the list ready for data entry or modification. Also note that for what ever page is open in the transaction SapphireOne will move to the next transaction displaying the exact same page. I.e. Terms page to Terms page. Very handy when checking the same data in multiple items.
Selecting the Enter Key on the keypad. SapphireOne will then save the current transaction and opens another transaction of the same type ready for data entry. Very handy when entering multiple transactions of the same type. I.e. Client Receipt, Client Receipt.

Watch how to enter a Purchase Vendor Invoice in SapphireOne

You can also check out our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

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