Create a Purchase by Invoice

Purchase by Invoice transactions may be created and saved in a single step or they may have to be reconciled separately, depending on location-specific settings configured by corporate users in Enterprise Manager.  See"PBI Reconcile - Related Setup" for more details.

 

1. From the Purchasing menu, click Create Purchase By Invoice.
2. Select the Vendor from the drop-down or type in the field to filter the list.
3. Enter the Invoice Number.  {Note}: The Invoice Number must be unique for this Vendor across all locations & purchasing transactions (excluding any that were canceled).
4. Click Create to open a blank transaction detail screen.
5. Edit the Delivery Date and/or Invoice Date if necessary.
6. Enter the Invoice Total.
7. If the Check Number field is visible, enter the number of the check that was written to pay for the purchase. (This field only appears if the supplier requires immediate payment; authorized users can override this by clearing the check box beside the field.)
8. If the Accrual box is visible, check this box to keep the invoice open into the next post period if necessary, so that other purchases/charges can continue to be accrued against it. (This only appears if the location is allowed to accrue charges with the selected vendor. When a final invoice is received from the vendor, the user editing the invoice must clear this check box for the order to be closed.)

9. To enter a charge:

1. If the desired category group is already listed, skip to Step c. Otherwise, click the Plus (Add) icon to add a new row.  
2. Select the appropriate Category, Subcategory from the drop-down.  {Note}: Once the transaction has been saved, this selection will be listed by default for at least 45 days for future use.
3. Enter the Value for the category group.
4. Enter a description in the Memo field.
5. Click the Disk (Save) icon or click off of the row.
6. Repeat steps a-e to enter additional charges.
7. If necessary, you can click on a row and click the Trash Can (Delete) icon to delete the entry if it is not needed.

Note: The individual "Value" entries must add up to the Invoice Total entered at the top of the screen in order to save the transaction. .

10. To upload a file and link it to this transaction, click the Attachments button. (See"Attach Files to an Invoice" for more details.
11. To enter another transaction without reviewing or printing, click Save and Create New and repeat steps 2-10.
12. If there are no more transactions to enter, click Save.
13. In the confirmation message click OK.
14. To download and print a copy of the transaction, click the Printer (Export) icon.
15. When finished, click the X (Close) icon.

 

Note: If the Entry User also has permission to reconcile, the invoice will be reconciled automatically when saved.

 

 

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