Creating Vendor Statements

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Creating Vendor Statements

 

Overview

This article will explain how to create a Vendor Statement in the Vendor Tracking module.

NOTE: This document assumes vendors and payment types have already been setup in Vendor Tracking.

 

Instructions

From the Stocktrac® main menu, go into the Vendor Tracking module.

1

Click on the Statements tab. Near the top left area of the screen, click on the New button.

2

Highlight the vendor that requires a statement to be drafted and click the Select Button. A blank statement will be generated and displayed on the screen.

From here, a statement number must be entered. “August 2014” is an example of a common statement number.

Next documents need to be added to the statement. The Add Available Documents button can be used to pull completed Vendor Invoices and Credit Returns to the statement.

3

If this is not applicable, use New Item to add a purchase, return, debit or credit to the statement.

4

Enter the necessary information for this document. Continue till all documents and items are added. The following options are also available:

5

Edit Item will allow for any information on an invoice to be viewed only.

Delete Item will remove the invoice from the system. This is not recoverable once this has been done, so be very cautious with this tool.

Remove Item will only remove the invoice from the statement, but allow for it to be added to a different statement by placing it back in the list of available documents.

From this point, the Taxes area of the statement can be edited if need be. This information can be found in the upper right-hand corner of the screen

6

Clicking on the Calc button will automatically calculate the tax previously configured in the system. Most of the time this is not necessary on a statement because this step is often completed on the invoice.

From this point a payment needs to be selected from the lower right area of the invoice. This will be the payment method that is used to pay for all of the invoices on the statement.

NOTE: This should not be set to Charge. Vendor invoices should be the only ones that use the Charge payment type.

After all the necessary invoices and/or credit returns are added to the statement and a payment type has been selected, use the Post button to finalize the statement.

If you have any questions regarding this process, please contact Janco Technical Support.

 

Q&A: I forgot to put a vendor on a buyout part in Point-of-Sale. Do I need to reverse the invoice?

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StockTrac® Question and Answer

 

Question

I forgot to put a vendor on a buyout part in Point-of-Sale. Do I need to reverse the invoice?

 

Answer

Although this can be corrected by reversing the invoice, there is an easier and better way to correct this.

Go into Vendor Tracking. Create a new invoice for the vendor that should have the parts assigned to them. Click on Add Available Items, and uncheck the box that says Selected Vendor Only. Find the part with no vendor assigned, and add it to the invoice.   Once you complete the invoice, the vendor is now assigned on the customer invoice as well.

In summary, nothing in regards to information on buyout parts will cause you to have to unclose a day.

 

If you have questions about this or any other procedure, contact Janco Technical Support.

 

Creating Vendor Invoices

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Creating Vendor Invoices

 

Overview

This document outlines how to create three different types of Vendor Invoices. These types include:

  1. Creating an Invoice in Vendor Tracking
  2. Creating an Order in Point-of-Sale
  3. Creating an Order in Inventory

The document assumes vendors and payment types have already been defined in the Vendor Tracking module.

 

1: Creating an Invoice in Vendor Tracking

From the Stocktrac® main menu, go into the Vendor Tracking module.

The default tab Invoices will be opened. Near the top left area of the screen, click on the New button. A window containing a list of vendors will open.

1

Select the vendor that an invoice is needed for from the list. A blank invoice will be generated.

An invoice number must be entered if you are using one of the accounting exports. If you are not using an accounting export, the invoice number is optional, but recommended.

Next parts need to be added to the invoice. The Add Available Items button can be used to pull parts from a buyout or inventory order.

2

If this is not applicable, use New Item to add a part from inventory, a miscellaneous credit, or a miscellaneous debit.

3

Enter the necessary information for this part. Continue until all parts are added. The following options are also available:

 

5

Edit Item will allow for any information on a part to be changed.

Delete Item will remove the part from the invoice, and from the system as well. This is not recoverable once this has been done, so use this button sparingly.

Remove Item will only remove the item from the invoice, but allow for it to be added to a different invoice by placing it back in the list of available items.

From this point, the Taxes area of the invoice can be edited if need be.  This information can be found in the upper right-hand corner of the screen.

5

Clicking on the Calc button will automatically calculate the tax previously configured in the system.

From here a payment needs to be selected from the lower right area of the invoice. The most common payment type used for an invoice is Charge, which means the invoice has been charged on account with the selected vendor. This will allow for multiple invoices to be reconciled on a statement later.

After all aspects of the invoice are completed, use the Complete button to finalize the invoice. This will allow the invoice to be available to be added to a statement later on.

 

2: Creating an Order in Point-of-Sale

One way to easily create a vendor invoice is to produce a buyout using the Order button in Point-of-Sale. (See buyouts Point of Sale document.) Add the parts marked as buyout from the invoice, and enter an invoice number (recommended). From there, hitting the Order button on the buyout invoice will send it to the On Delivery phase in Vendor Tracking.

Once the estimate that the buyout order is attached to is invoiced, a prompt will appear to ensure that the information on the buyout order is correct. The buyout order will then transfer to vendor tracking with all of the information provided from the previous entries (take note of the Invoice #.)

 

3: Creating an Order from Inventory

The last method for creating a vendor invoice is to create an order from Inventory. Again, putting in a vendor invoice number on the order is recommended. After building the order, clicking on the Order button and getting to the On Delivery part of the order, the option to Post the order will be available.

After posting occurs the invoice will appear in Vendor Tracking.

If you need assistance creating Vendor Invoices, please contact Janco Technical Support.

 

Adding a Vendor

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Adding a Vendor

 

Overview

The purpose of this article is to explain how to add a vendor in StockTrac® Enterprise.

 

Procedure

From the StockTrac® main menu, go into the Vendor Tracking module.

1

Click on the Vendors tab, as shown below:

2

Next click New to add a new vendor.

3

The following screen will display:

4

On this screen the vendor’s information is entered. Two fields are required:

  • Vendor ID – A unique code used to identify the vendor.
  • Company Name – the name of the company.

Enter any other information desired, and then click on the Ordering/Categories tab.

5

This screen is used to define what type of vendor they are. By clicking the Add button on the left side of the screen, a list of vendor types will display.

6

If an integration exists that will be used with this vendor, click on that; otherwise, click Outside Vendor and then click OK.

7

Of Outside Vendor was chosen, a list of available fields will display. This screen defines which fields will print on a report showing orders from this vendor. Keep in mind that the paper the reports are printed on is only so wide; be aware of how much information is being selected and be sure to get the essential data. Typically the fields Cost, Description, On Hand and On Other Orders are a good place to start. To add a field, click on it in the left hand side of the screen and then click the Add button. The right hand side of the screen will then be populated, and then the fields can be moved up and down until the desired report is achieved. Click OK once the fields have been defined. The program will return to the Ordering/Categories window.

8

Next the Categories that are to be ordered from this vendor are going to be defined. Click the Add button on the right-hand side of the screen, as shown above.

9

Select each category that will be purchased from this vendor. Choose one, then hold the Ctrl key on the keyboard and click the next one, and so on. Once all the categories have been selected for the vendor (they will be highlighted in blue), click OK.

10

The Order Type on the left has been defined, and the Categories on the right have been defined. Other information can also be specified on the Credit Returns/Buyouts tab, and Notes can also be added. The basic information, however, for this vendor has been entered. Click OK to save this new vendor.

 

Updating Item Cost from Ordering

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Updating Item Cost from Ordering

 

Overview

This procedure shows how to update the cost field in Inventory, Edit Items with the cost entered in Inventory, Ordering.

 

Procedure

The screen shot below shows the “before” cost in Inventory, Edit Items:

Go into Vendor Tracking, and pull up the vendor you are buying this item from. Go to the Ordering/Categories tab.

Make sure the category the item is in is added in the Categories Section, and that the “Preferred” box is checked. See below for an example of the screen.

Once the category is listed and marked as preferred, the Item Cost should be updated when it’s changed in Inventory, Orders.

Pull up the order in Inventory, and change the cost (original cost in this example was $7.51).

In this example, the order was pulled up from the Building tab, the Cost was updated, and the Order button was clicked.

Next the order was pulled up in the On Delivery tab, and the Post button was clicked.

Below is a screen shot of the Item record, showing that the cost was updated.