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You need Stock permission to create, send and receive purchase orders. If you don't have access to this module, ask someone with Managers permission to update your user permissions.
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You need to have entered your delivery details, supplier details and stock items before you can generate, send and receive a purchase order/credit request.
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It is important you have a copy of the supplier invoice for your order on hand so you can match the details exactly.
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Once you have received purchase orders you are able to export these to Xero for payment.
To access head to Stock and then Ordering, Outstanding Orders.
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This page shows a list of any purchase orders/credit requests which have been sent to suppliers but not yet received.
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Select the appropriate purchase order from the list and to open it just click on Receive.
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This will take you to the purchase order.
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Firstly, change the date received and date invoiced to match the date on the invoice or packing slip from the supplier. Click on each field and select the matching date.
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Enter the invoice number (from the physical invoice you have) into the text box on the right-hand side of the purchase order. Click on the text box and type this in.
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Go through the list of stock items and match them against what is on the invoice, you need to ensure that the quantity delivered on the purchase order matches the quantity delivered on the invoice.
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You will also need to check that the unit cost matches on the purchase order & on the invoice.
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If you need to add an item that is on the Invoice but not on the original purchase order e.g. Keg Deposits, add them by clicking on +Add Item and typing in the product name, select the product and ensure the quantity and price matches the invoice.
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If a supplier fails to deliver an item from the original purchase order you can delete it from the template by clicking on the red x beside the item.
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Some suppliers will charge you freight, this will need to be added into the text box in between the subtotal & the total including GST boxes.
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When you have matched all items you will need to check that the subtotal and the total including GST match on the purchase order to within 10 cents of that on the invoice. Note rounding differences may occur with regards to how the supplier rounds versus how Loaded rounds
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When you're happy with all the details click Receive Goods.
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This will move the purchase order to the orders by suppliers and orders by item page. If you ever need to find received purchase orders or credit requests you can use the Order History page.
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Follow the same process for Credit requests but select Credit Goods instead of Receive Goods - the value and quantity will automatically save as negative.
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