Clicking the Edit button on the Vendor Deposit, Invoice, or Operating Expense Window for Vendor Invoices on Project and Inventory Purchase Orders and Operating Expenses will display the Vendor Invoice Distribution Window. This window will appear differently for each type of Payable transaction. The Vendor Invoice Distribution Window when recording a Vendor Invoice on an Inventory Purchase Order is described below.
Recording a Vendor Invoice
By highlighting a Stock Item on the Purchase Order Stock Items Grid of the Vendor Deposit, Invoice, or Operating Expense Window when recording an Invoice on an Inventory Purchase Order and clicking on the Edit button, the Vendor Invoice Distribution Window for that Stock Item will be displayed.
On this window, the cost of the Merchandise can be changed as well as adding any Freight charges. Design Manager will recalculate the Subtotal on the Vendor Deposit, Invoice, or Operating Expense Window for the Vendor Invoice to reflect any changes made. The Inventory Purchase Order does not need to be edited to reflect these changes!
Entering the proper Quantity Paid For is extremely important if only a portion of the merchandise has been billed by the Vendor. The quantity still on back order may be optionally recorded in the Back Order Quantity Remaining (B/O Qty. Remaining) field for this Component. Optional tracking information including the Received Quantity and Received Date, Expected Ship Date, Status, and the two user-defined fields may also be entered. Any changes made to the information on this window will appear on the Purchase Order 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 an Inventory Purchase Order:
Inventory Information: The information in this section is for reference only and cannot be edited through this window. The Stock Number, Style / Size, Color / Finish, and Description as entered on the Inventory Stock Item - Stock Item Tab for the Stock Item will all be displayed.
Cost / Quantity:
Merchandise: Record the proper cost for the merchandise portion of the Stock Item being purchased. This amount should always match the actual cost displayed on the invoice or bill received from the Vendor.
Freight: Record any additional Freight charges for the Stock Item 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 from the merchandise.
Quantity Paid For (Qty. Paid For): The Quantity Paid For defaults to the Ordered Quantity of the Stock Item less the Invoiced to Date Quantity. It is very important to properly record the actual quantity of the Stock Item that is currently be purchased if a portion of the merchandise is back-ordered. Design Manager uses the Quantity Paid For in order to calculate the Unit Actual Cost for the Stock Item which is cost that will be transferred out of the Inventory Account into Cost of Good Sold upon invoicing the Stock Item. Further, The Quantity Paid For is also used in properly closing the Inventory Purchase Order.
Back Ordered Quantity Remaining (B/O Qty. Remaining): If a portion of the merchandise is on back order, the back ordered amount may optionally be entered into this field. This is useful in accurately monitoring the status of the order.
Cost Reason: The Cost Reason is an optional field where any information regarding the Vendor Invoice for this Stock Item may be recorded for future reference. The Cost Reason will be listed on the Adjustments / Transactions Grid on the Inventory Stock Item Window - Status / Adjustments Tab as well as certain reports such as the Inventory Transaction Register.
Optional Tracking Information: This information will be available on the Inventory Purchase Order Status Window for further input and review.
Expected Ship Date (Exp. Ship Date): The date upon which the merchandise is expected to be shipped from the Vendor.
Status: The Status field may be used for entering any additional information for this Purchase Order Stock Item.
User Date 1: This is a user-defined field that can be used for any additional tracking information that may be required. The title for this field can be set on the Company Advanced Options – General Tab.
User Date 2: See above.