Add Modify/Invoice

This option will open the Invoice Editor.  This editor can also be reached from the Add/Modify Invoice button on the PrISM Manager screen.  

 

From within this editor, you can create new invoices to track items being received into the store.

 

 

Vendor: This is a required field and can not be left blank.  Before a vendor can be entered, it must first be set up in the Vendor Master List.  You may also add a new vendor on-the-fly within this field.

 

Freight: Enter the total shipping cost of the order here.

 

Tax: Enter the total amount of tax paid for the order here.

 

Date: This field automatically populates with the current PrISM day.  This field is unable to be edited.

 

Item Total: This is a running total of the Ext. column below.  This field is unable to be edited.

 

Amount: This should be the total amount of the invoice, which includes any/all freight charges, tax, and individual item deliveries.

 

Balance: This number shows the current variance of the invoice.  It is the sum of the Item Total, Freight, and Tax fields, minus the Amount field.  In order for an invoice to be Posted to Inventory (see below), the Balance must be zero.

 

Invoice #

The number on the invoice should be entered here for tracking purposes.  Invoices are listed by this number on the Invoice List Report and the Invoice Tracking Report.

 

Type Code

This describes how the invoice will be recorded by the system.  It is a required field and an option must be chosen from the list.  The options are:

Post to Inventory: Choosing this option will cause the items in the invoice to actually be added into inventory.  This should almost always be checked.  If Post to Inventory is checked when the invoice is saved, the items in the invoice will be added to your inventory values and the Post to Invoice check-box will become greyed out, as in the image above.

 

Quantity: Enter the number of each item purchased.  This is the number of the Stocking Units purchased.  For example, if you purchase olives in cases and count them for inventory in cans, you would enter the number of cases purchased here.  On the Daily Inventory screen the number delivered will automatically be calculated in Counting Units (cans) using the Stocking Multiple.  Therefore, if you purchased 2 cases of olives and there are 6 cans in a case, the Daily Inventory screen would show 12 cans delivered.

 

Item ID: After entering the quantity, you will be prompted for the inventory Item Number.  If you do not know the Item Number, you can select the item from the drop-down Description box.

 

Note: It is important that each inventory item be set up with an Item Number in the Inventory Master for invoice functions to work properly.

 

Description: This corresponds with the Inventory Item field in the Update Inventory Item screen.  Clicking the small down arrow at the right of the field will bring up a list of all items currently marked as available from the vendor specified in the Vendor field.

 

Stock Unit: This corresponds with the Stocking Unit field in the Update Inventory Item screen.  See Inventory Master for more information.

 

Cost: This is the cost per stocking unit as you have defined in the Inventory Master.  The cost will automatically be populated when the item has been specified.  You can override the price if it has changed by clicking in the cost field and entering the correct price.

 

Ext. : This is the full cost of the item you are receiving.  This is calculated by multiplying the Quantity by the Cost.

 

Load PO: This will load a pre-existing Purchase Order as an invoice.  See Purchase Orders for more information.  

 

New Item: This adds a new line to the invoice, allowing you to add another item.

 

Cancel: Exits the Invoice without saving any changes.

 

OK:  Saves the Invoice and posts the items to inventory if Post to Inventory is selected.