This describes how to use the Receive Invoice function in a standalone capacity. This feature works best as part of the PO system. See Purchase Orders for more information.
To use the Receive Invoice function to add items:
- Click Inventory > Items > Add > Rcv Invoice. The Select Vendor for Invoice window will appear.
- Use the Vendor field or drop-down to select the vendor, then click OK. The Receive Invoice screen will appear.
- At the top, enter your Invoice # and/or Packing #. Optionally, use the Invoice button if you have an invoice file you wish to attach.
- The Received date will default to today but can be changed if you need to backdate.
- Multi-Store Only: Use the Allocate to this Store drop-down to default all items to be added to the selected store. Leave blank if you want to assign stores as you go.
NOTE: You can use the Allocate button at the bottom to change store assignment at any time.
- Click the Add Line button at the bottom. This will create a new blank Invoice line.
- Each Invoice line contains the following fields and buttons:
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Rec’d Today
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Quantity received today.
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Only appears after a category has been selected; this opens the item record where you can enter additional information.
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Only appears after a category has been selected; this opens the Stone Detail Download window where you can enter a GIA report # to automatically add stone details and download supporting documents to this item.
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Style / Note
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The vendor style number and substyle/note.
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Category
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The category for this style.
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Description
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The description for this style.
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Pricing / Cost
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The Cost and Pricing fields. If auto pricing is enabled, the Retail, Current, and Lowest values will be calculated using category and vendor markups.
NOTE: The Recall Costs button can be used to reapply the automatic markups.
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- For each line, you must specify the quantity received and style. If this is an existing style, the Copy Details window will appear asking you to select an existing item to copy. If this is a new style, you can enter the details and pricing now.
- Optionally, if you have an additional cost you need to factor in equally, use the Split Costs button. This will divide a cost proportionally across all styles factoring in quantity and cost differences.
- Use Add Line to add as many lines as you need, then click Save / Close to add the items to inventory.