Purchase Vendor Invoice

Inventory – Purchases – Purchase Vendor Invoice

Purchase Vendor Invoice Overview

A Purchase Vendor Invoice is more commonly refered to as a Vendor Purchase.

Purchase Vendor Invoice is the fourth item in the Inventory Purchases Data Entry drop-down menu. This screen allows for the entry of stock purchases.

Using the Purchase Vendor Invoice data entry screen will create a Purchase Vendor Invoice a (PVI).

There are five main areas of the Purchase Vendor Invoice screen

1. Details Area

How to enter Vendor details

  1. 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.
  2. Contact – Accept the default contact person or select the contact person you wish to attach to this vendor invoice.
  3. Address 1 – This field is the mailing address which automatically populates from the vendor record.
  4. Address 2 – This field is the mailing address which automatically populates from the vendor record.
  5. 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.
  6. Copy Mailing address to the delivery address – Copy the mailing address to the delivery address field.
  7. Document Paperclip – Scan and attach any documents relating to the money receipt.  

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 ‘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.

3. Tracking Area

How to enter Tracking information

  • Date In – Is the date that this Order has been entered on the system (usually the system 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.

4. Transaction Lines Area

How to enter Transaction details

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.

  1. Inventory – Is a linked field and the user can use the Wildcard options to replace part of the IDto do a limited search for the correct ID.
  2. Unit – Populates the unit details as entered in the inventory item, for example Set, Each, Ctn, Kg, etc.
  3. Quantity – The amount of Inventory order.
  4. Rate – This is the Line Item default rate. You can enter in a new rate but note this is the rate excluding tax.
  5. Discount – Enter any Discount percentage allocated.
  6. Tax Code – You may accept the default code or enter in a new tax code.
  7. 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.
  8. Tax Amount – This will automatically populate with the total amount of tax for each individual line.
  9. Total – This is the total cost for each individual line item including any tax.
  10. 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.
  11. 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.
  12. Project Retention % – Amount of the project costing allocated to this invoice.
  13. 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.
  14. 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.
  15. Carton – Displays the total cartons: quantity multiplied by the carton quantity set in Inventory details.
  16. Pallet – Displays the pallet quantity (quantity multiplied by the pallet quantity set in Inventory details).
  17. 2nd Unit – Displays total 2nd unit (quantity multiplied by 2nd unit quantity set in Inventory details).
  18. Tariff – The Tariff ID number will display in this field. This is set up in the SapphireOne Manager Menu.
  19. 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.
  20. Duty % – Is the duty amount as a percentage.
  21. 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.
  22. Final Cost – Is the Final Cost of Inventory ordered including Tariff, Duties and On Cost Factors.

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.
  • 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 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.

Watch how to enter a Purchase Vendor Invoice in SapphireOne

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