Vendor Invoice Distribution Window - Invoice for Project PO
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The Vendor Invoice Distribution Window is accessed from the Vendor Deposit, Invoice, or Operating Expense Window when recording a Vendor Invoice or Operating Expense.
Recording a Vendor Invoice
By highlighting a Component on the Vendor Deposit, Invoice, or Operating Expense Window - Invoice for a Project PO view and clicking on the Edit Button to the right of the grid, you will open the distribution window for that Component. On this window, you can change the cost of the merchandise, as well as add any freight, design fee, installation, labor, or other charges. Design Manager will calculate the total of the Vendor Invoice to reflect any changes you have made. You do not have to edit the Purchase Order to reflect these changes! If you recorded an additional charge such as freight, Design Manager will automatically create a Component within the Project for the cost. The description of the Component will be "Additional cost on vendor invoice # XXXXX associated with PO # ABCDE-XXXX". There will be no estimated cost displayed for the new Component, but it will have actual cost equal the amount of the charge you enter here.
You must enter the proper quantity paid for if you are only paying for a portion of the merchandise. You may optionally record the quantity still on back order in the B/O Qty. Remaining field for this Component. You may also input or edit optional tracking information including the quantity received and the received date, expected ship date, status, and the two user-defined fields. Any changes made to the information on this window will appear on the PO Components grid on the Vendor Deposit, Invoice, or Operating Expense Window.
The following fields are available on the Vendor Invoice Distribution Window when recording a Vendor Invoice for a Project PO:
Merchandise: Record the proper cost for the Merchandise portion of the Component being purchased. This amount should always match the actual cost displayed on the invoice sent from the vendor.
Freight: Record any additional Freight charges for the Component in this field. It is common to create more than one Vendor Invoice for a single Purchase Order if freight and shipping charges are billed separately.
Design Fee: Record any additional Design Fee charges for the Component in this field.
Installation: Record any additional Installation charges for the Component in this field.
Labor: Record any additional Labor charges for the Component in this field.
Total: The sum of the Merchandise, Freight, Design Fee, Installation, and Labor costs will automatically be calculated into this field.
Quantity Paid For (Qty. Paid For): The quantity paid for defaults to the ordered quantity of the Component. It is very important to properly record the actual quantity of the merchandise that is currently be purchased if a portion of the merchandise is back-ordered as Design Manager uses this information in determining the status of the Component on a variety of reports.
Back Ordered Quantity Remaining (B/O Qty. Remaining): If a portion of the merchandise is on back order, you may optionally record the back ordered amount into this field. This is useful in accurately monitoring the status of the order.
Optional Tracking Information: This information will be available on the Purchase Order Status Window for further input and review.
Received Quantity (Recv'd. Qty.): You may optionally record the amount of the merchandise that has actually been received from the Vendor while processing the Vendor Invoice. Again, this is useful in accurately monitoring the status of the order.
Received Date (Recv'd. Date): The date the merchandise was received from the Vendor.
Expected Ship Date (Exp. Ship Date): The date you expect the merchandise to be shipped from the Vendor.
Status: You may use this field for entering any additional information for this PO Component.
User Date 1: This is a user-defined field that can be used for any additional PO tracking information that you may require. The title for this field can be set on the Company Advanced Options – General Tab.
User Date 2: See User Date 1 above.
Bypass WIP: If you have the auto WIP accounting option enabled on the Company Advanced Options - General Tab, the bypass WIP option will be available. If this option is selected, the cost recorded from the Vendor Invoice for this Component will go directly into Cost of Goods Sold instead of into the Work in Process account. If the Item to which this Component belongs as already been invoiced to the client, the bypass WIP option will be selected. If the Item has not been invoiced, the bypass WIP option will not be marked. Generally, you do not want to change the default setting of this option.