Purchase Order Invoices

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Overview

The Purchase Order Invoices screen is where supplier's invoice information is recorded for purchase orders placed through Monsoon Order Manager .
Invoice information can later be exported to QuickBooks as bills to be paid.
An invoice can cover all or part of one or more purchase orders, of the standard (regular) or drop-ship variety.
The Purchase Order Invoices screen is accessed by:

Main Menu>Manage My Inventory>Manage My Purchase Orders>Invoices> Enter Invoices for Purchase Orders

Description of the Screen

Purchase Order Invoices screen

Supplier Drop-down List

select a supplier from this list to see a list of its open purchase orders in the datasheet at the bottom of the screen
if system parameter POInvoiceReceivedOnly is set to TRUE, the list of POs to invoice is restricted to received records only

Supplier's Inv. #

enter the supplier's invoice number for the purchase order or orders selected in the $ column of the datasheet at the bottom of the screen

Invoice Date Field

enter the date of the invoice

Date Received Field

enter the date the invoice was received

Calendar Button

place the cursor in a date field and select this to select a date from the electronic calendar

Date Due Field

enter the date payment of the invoice is due

Terms Drop-down List

select the appropriate payment terms from the drop-down list or simply type a value into this combo box
the user may define payment terms, such as Net 30, Net 60, etc. through the List Maintenance feature to pre-populate the drop-down list with values

Product Subtotal Field

enter the dollar value (subtotal) of the products included in the invoice

Freight Field

enter freight charges for the delivery of the merchandise on the current invoice
use this field if freight charges are tracked separately in QuickBooks, otherwise enter the full invoice total in the Product Subtotal field and modify the cost per unit for each product to account for the difference in the Allocated Amt. field

Additional Fees Field

enter additional fees associated with the invoice
use this field if fees are tracked separately in QuickBooks, otherwise enter the full invoice total in the Product Subtotal field and modify the cost per unit for each product to account for the difference in the Allocated Amt. field

Explanation Field

use this field to record comments about additional fees

Less Discounts Field

enter the amount of discounts applied against the invoice

Explanation Field

use this field to record comments about discounts

Show: Radio Buttons

filter the list of supplier purchase orders in the datasheet at the bottom-left side of the screen by selecting one of the radio buttons

Select All Button

select this to check the boxes in the $ column for all purchase orders in the list (datasheet)
the line items on the purchase orders are displayed in the datasheet on the right-hand side of the screen

Clear All Button

clears the check marks from all boxes in the $ column and removes all line items on those purchase orders from the datasheet on the right-hand side of the screen

List of Open Purchase Orders by Supplier (Datasheet)

Are there any additional items to add? Radio Button

select the Yes button (enables disabled fields) to add items to be invoiced that are not on any open purchase order for the selected supplier

Show: Radio Buttons

controls the data displayed in the Supplier's SKU and Local SKU combo boxes immediately below these radio buttons

SKUs in selected POs

show only SKUs which are contained in any of the selected POs

All of this supplier's SKUs

show the SKUs of all inventory records associated with the selected supplier

Supplier SKU Drop-down List

select an additional item to add to a purchase order by its Supplier's SKU

Supplier's Lot SKU Drop-down List

select an additional item to add to a purchase order by its Supplier's Lot SKU

Local SKU Drop-down List

select an additional item to add to a purchase order by its Local SKU

Assign any new Expected records to:

PO Drop-down List

choose a purchase order to which the Expected records for additional items should be added

a New PO Check Box

select this box to create a new purchase order for the additional items

Confirm items if not in selected POs? Check box

select this box to have the program prompt for confirmation before adding a new Expected record for additional items

Enter Quantity Radio Buttons

select the appropriate radio button based on the purchasing rules for the additional item

Lot

indicates this product is purchased by the Lot

Piece

indicates this product is purchased by the Piece

Unit Cost field

the supplier's price for the item

Apply Button

when all of the pertinent information about the additional item has been entered, select this to add the item to the purchase order and the invoice
the quantities and costs that are added must add up to the Product Subtotal on the invoice (refer to the Allocated Amt. and Remaining Amt. fields)

Sort By: Drop-down List

sorts the list of purchase order line items by Supplier's SKU, Local SKU, PO Number or (Record) Type

Cancel Button

cancels the process of adding of a new item to the invoice/purchase order

Select All Button

checks all of the boxes in the $ Column of the line item datasheet

Clear All Button

clears all of the boxes in the $ Column of the line item datasheet

Split Button

if fewer units are invoiced than what appears on the purchase order, use this button to create a new row for the number of units that are still needed and check the original line as invoiced

Purchase Order Line Item Datasheet

Notes Field

record miscellaneous information this invoice here

Invoice Total Field

shows the total dollar amount of the invoice

Allocate Amt. Field

shows the dollar amount of merchandise on open purchase orders that are allocated to the invoice

Remaining Amt. Field

shows the difference between the Invoice Total Field and Allocate Amt. Field
indicates the amount of merchandise has not yet been invoiced

Post Data Button

after reviewing the data entered on this screen, select this to save it to store data file
this button does not immediately send data to QuickBooks; refer to Export Accounting Data

Restart Button

select this to erase all data from this screen and start the invoicing process over again

Close Button

exit the Purchase Order Invoices screen

Additional Information

Export Accounting Data

List Maintenance

Purchase Orders

Created: 5/11/12

Revised: 9/18/14

Published: 08/19/15