Please note this process is for users who are either not doing Electronic Invoicing or wish to manually receive an invoice.
If you have placed an order on the platform you can turn the order into an invoice, reconcile it, and approve. For an invoice to be Reconciled the sum of the line items must match the amount on the invoice received from the Vendor. If the totals do not match the invoice will be listed as Unreconciled. (If you are looking for steps on how to create an invoice when you did not place the order on the system, please see the article titled "Creating Vendor Invoices Manually".)
1. From the Orders page, select the order that has been delivered from your list of Placed Orders.
On the order click the Receive Order button.
|Please note - if you have a Receive Order button and a Mark Order Received button these steps are for manually receiving the invoice if you do not want it to go through the Electronic Invoice process. For more information on Electronic Invoicing please see the article of that title, available by clicking here.
2. On the Receive Order window, enter the necessary information and click the green Receive Order button. The Received Date is the date you received the items for delivery. This is typically the same as the Invoice Date but you can enter an earlier Invoice Date based on the invoice itself.
If you only received a portion of the order and are expecting the rest on an additional delivery, select the checkbox next to “I'm partially receiving this Order”. If it is a partial order then you’ll select the items that have arrived from the list, and leave unselected any that were not delivered.
What is Invoicing Reconciliation?
Once the sum of the line items on the invoice matches the Invoice Total, then your invoice will be reconciled, you just need to click Approve Invoice.
Often you will need to reconcile the invoice though, as often prices change, the amount you ordered isn’t exactly what you receive, or the vendor adds additional charges or credits (such as a delivery charge or keg credit). The system will tell you what the price difference is between the Invoice Amount (what was listed as the total cost of the goods on your invoice) and the Total (what all the line items currently add up to). You must reconcile the invoice before it can be approved.
How to Reconcile Invoices
If the price of the item has changed or the Quantity has changed - Click the item’s name and update the Amount field or the Quantity field to match the paper invoice you received on delivery.
Edit the Quantity, Purchase Unit (in dropdown), or Amount field to make this line match the line in the invoice.
If you’ve been invoiced for something that is not an Item on the system, and not an Item you inventory - Click the Add Non-Inventory Item button and enter the necessary information in each field. This allows you to add items to your invoices that you purchase, but aren’t items that you inventory. This is the recommended way to invoice intangible items such as electricity or cable bills, as well as any various items like linens or glassware that you do not want to count during inventory.
If extra fees have been charged (e.g. Delivery Fees, Keg Deposits, Broken Case charges, etc…), click the Add Charge button, enter a Name, select the appropriate Category, fill in the Price and Quantity field, and click Add Charge.
If you’re applying a credit to the invoice - Click the Add Credit button, enter a Name, select the appropriate Category, fill in the Price and Quantity field, and click Add Credit.
If you’ve been invoiced incorrectly (so charged for items that weren’t delivered) - Click the red pencil icon at the far right of the line to redline the invoice. Keep in mind this should only be done if the paper invoice you received is incorrect.
So if an item wasn’t delivered, you rejected the goods on delivery, or they only gave you a portion of the case that they charged you for, click the red pencil icon and enter in what you did receive and what you should have been charged.
In the example above, by clicking Approve Invoice we would then have the option to either Short Pay the vendor - so pay the lesser amount - or Approve and Generate Credit memo, which creates the Bill for the higher amount, and generates a Credit Memo for the amount the vendor has overcharged you. The option you select will depend on your store's processes and the laws in your state. For more information on Credit Memos please see the article titled "Credit Memos".