Creating Vendor Invoices
This document outlines how to create three different types of Vendor Invoices. These types include:
- Creating an Invoice in Vendor Tracking
- Creating an Order in Point-of-Sale
- 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.
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.
If this is not applicable, use New Item to add a part from inventory, a miscellaneous credit, or a miscellaneous debit.
Enter the necessary information for this part. Continue until all parts are added. The following options are also available:
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.
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.