Entering Purchase Order Invoices

Enter Purchase Order Invoices

When you receive invoices from your suppliers, you can enter them into SEOM which can then export them to QuickBooks as bills to be paid. Each invoice can cover part or all of one or more purchase orders, including both regular and drop-ship purchase orders.

The basic process at this screen is:

• Enter general information about the invoice (invoice number, date, terms, amounts, etc.) in the Enter Invoice Details section.
• Select the purchase orders that are partly or completely covered by the new invoice.
• Reconcile the Allocated Amount, plus any fees and discounts, with the Invoice Total.
• Post the data when you are ready.

Complete the following steps to log and work with invoices:

1. Go to Main Menu>Manage My Inventory>Manage My Purchase Orders>Invoices>Enter Invoices for Purchase Orders.
2. The system displays the Purchase Order Invoices screen.

3. Select the Supplier. The system displays all of the open POs for that supplier at the bottom of the screen. If parameter POInvoiceReceivedOnly is set to True, the list of POs to invoice is restricted to received records only.
4. Enter general information about the invoice (invoice number, date, terms, amounts, etc.).

Note: If you want to track Freight and Fees separately in QuickBooks, use the fields supplied. Otherwise, enter the full invoice total in the Product Subtotal field and modify cost per unit for each product to account for the difference in the Allocated Amt. field.

5. In the list of open purchase orders section, select the $ box for each purchase order that is partially or completely covered by this invoice.
6. A list of items to be part of the invoice is displayed in the right-hand side of the screen, already selected. If the quantity applied does not match the quantity in the first PO record for that SKU, the program will mark multiple records as invoiced and/or split them as needed. It is also possible to change the Actual $ (the actual unit cost) as needed. If all items on the purchase order are not to be included in this invoice, clear the $ box.
7. If items other than those included on the selected purchase order were also received from the supplier, they can be added to this invoice by selecting Yes next to Are there any additional items to add (view list below)? and entering their information in the appropriate fields.
   1. To enter the items one at a time, select a Supplier’s SKU, Supplier’s Lot SKU or Local SKU, then enter the Quantity invoiced and the Unit Cost.
   2. Select a purchase order from Assign any new Expected records to: PO or select a new PO.
   3.  Select Apply.

8. The items, quantities, and costs that you select or enter must add up to the product subtotal on the invoice. The Allocated Amt. and Remaining Amt. fields track the totals for you.
9. When you are finished, select the Post Data button to save the invoice data in SEOM.

WARNING: If you are exporting invoices to QuickBooks or another accounting program for payment, that information is not sent when you click Post Data – it is sent the next time you export accounting data. At this time, invoice data CANNOT BE EDITED after it has been posted. Be absolutely sure that your information is correct prior to posting the invoice information.

Exporting Invoices to QuickBooks

• Once you have received, logged, and edited your invoices, you can export invoices to QuickBooks or another accounting program.
• To export your invoices, go to Main Menu>Settings>Data Functions>Export Accounting Data.
• For directions on how to export accounting data, refer to the Knowledge Base topic of the same name.