Supplier Invoices

Supplier Invoices are where all parts purchases congregate before being posted to payables. A single supplier invoice may contain parts purchased for immediate sale on a work order, parts received on a purchase order, parts received directly into inventory, supplies, and may even contain expense items. All supplier invoices are "open" invoices until posted to payables and may be added to or adjusted before posting.

Open the Purchases Manager.
Under the Purchase Orders folder, expand Supplier Invoices. The list of suppliers that currently have open invoices is displayed.
Expand the appropriate supplier node to view the list of open invoices for that supplier.
Double-Click on the invoice to update and/or post.

Accessing Supplier Invoices Tour

Click on the Tools menu and then click on Invoice Number.
Enter the new invoice number.
Click Apply.

Change Supplier Invoice Number Tour

Click on the Tools menu and then click on Add Expense Item.
Enter the description of the expense item in the Description field.
Enter the Part Number if applicable.
Enter the amount Received.
Enter the Cost of the item.
Choose the Expense category.
Click Add to Supplier Invoice.

Add Expense Item Tour

Click on Tools and then Shipping Charge.
Enter the Amount of the shipping charge.
Click on Apply.

Note: Shipping Charges are added to account 5430 - Shipping Charges Paid Out in the general ledger.

Shipping Charges Tour

Click on Tools and then click Tax Adjustment.
A list of other charges is displayed.
Overstrike the amount with the correct amount.
Click Apply.

Tax Adjustment Tour

Click on Tools and then click on Adjustment.
Enter a positive or negative amount to adjust the supplier invoice up or down.
Click Apply.

Tip: It is recommended that you only use this tool when absolutely necessary. Adjusted amounts are written to the general ledger as either revenue (4420) or an expense (5440). Parts purchases normally affect cost of sales directly or are added to your inventory assets.

General Adjustments Tour

Right click the item and choose Update Item.
The receiving dialog opens.
Update it as you would when receiving a part.

Update Item Tour

Right click the item and then click Item Detail.
The invoice or work order number and posting details are displayed.

Item Detail Tour

Tip 1: You may post all open invoices for a supplier by right clicking on the supplier and then clicking Flush All Invoices to Payables.

Tip 2: You may create a supplier invoice for an expense by right clicking on the Supplier Invoices folder and then clicking Add Expense Item.

Legend - Icons and Colors

Red = Line was removed from a work order and sent to the supplier returned goods awaiting pickup bin.

= Line was removed from a work order and sent to the supplier returned goods awaiting pickup bin. This appears in conjunction with a red line as noted above.