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Quantum VS Help: Purchasing |
When working with Credit Note type invoices where you have received a Credit Note for items you have returned, after entering invoice totals you will need to match the items on the supplier's Credit Note with the items you returned. This procedure involves:
allocating or Modifying amounts to each line as appropriate; until
all lines have been allocated/matched and the Purchase Invoice Registration record is complete.
After entering invoice totals - and re-opening the Purchase Invoice Registration record if necessary - you must click Continue on the Toolbar - Sub-Menu (see Matching Invoice Totals).
Lines from the Supplier Return Note referenced in the header are recalled, showing you which goods have actually been returned. For example:
Note: Typically just one 'SRN line' will be displayed. However, if the supplier has consolidated items from more than one Supplier Return Note onto the Credit Note (meaning you will see the 'Totals Do Not Match' warning on clicking Continue) you will first need to add one or more Supplier Return Notes. See Adding A Supplier Return Note.
For each 'SRN line' the Branch and SRN number are displayed, along with the date on which the goods were Returned. The following amounts are displayed:
Original Amount: The amount/value of goods returned, as recorded on the SRN.
Outstanding Amount: The amount to be matched/allocated.
Outstanding Lines: The number of lines on the SRN to be matched/allocated.
The following totals are displayed above:
Allocated: The value of goods received which have been allocated/matched against the invoice total so far.
Balance: The value of goods received which still need to be allocated (i.e. Total minus Allocated value).
Total: The total value of goods you have been invoiced for (against the referenced Purchase Order).
Note: For Credit Notes/Supplier Returns, value totals will be negative.
For each SRN line (i.e. for each Supplier Return Note which has been recalled) click one of the following links:
Click Select if the value of the goods returned matches the value invoiced (i.e. you have been invoiced correctly for the goods returned).
The line of goods is allocated or 'matched'. The Allocated and Balance amounts above are adjusted accordingly.
Click Modify if the value of the goods returned does not match the value invoiced.
Various options are available when there is a buying difference. To continue, see Registering A Buying Difference On Individual Lines.
Click Cancel if you need to cancel the allocation on the line. You may continue by clicking Select or Modify as appropriate.
As you match each SRN line:
The Allocated amount increases while the Balance amount decreases. Also:
On each SRN line, the Outstanding Lines and Outstanding Amount totals decrease.
Continue this procedure until all Supplier Return Note lines have been allocated.
When you have allocated/matched all supplier return lines and you have finished working with the Purchase Invoice record, click End on the Toolbar - Sub-Menu to save and close the record:
Note: If there are still amounts unmatched (e.g. the Buying Deficit window displays on clicking End) - see Registering A Buying Loss.
If the Balance on the Purchase Invoice Registration record is zero, meaning you have matched (or allocated) all goods returned with the amounts invoiced, a window like the following will display to show the Purchase Invoice Registration is complete:
Click OK to close the window.
Once invoice totals have been matched and the Purchase Invoice completed/passed as described above, the record is no longer retrievable in the Finder under Registered Purchase Invoices. However, completed/passed Purchase Invoice records may be viewed by selecting Passed Purchase Invoices in the Finder.