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Quantum VS Help: Purchasing |
Purchase Invoice registration and matching is a two-part procedure, involving:
registering invoices you receive from suppliers, whereby you create a new Purchase Invoice Registration record, enter header details and then enter invoice totals; and then
matching the items and amounts on the supplier's invoice with the items and amounts on your own documents (i.e. Purchase Orders, Good Received Notes and Supplier Return Notes) or nominal codes (in the case of Expenses Invoices, Haulage Invoices and Debit Notes) - see Matching Invoice Totals. Further steps are available if the items do not match - see Dealing With Buying Differences.
When you enter header details on the Purchase Invoice Registration record you will need to select one of the following options in the Type field:
Stock - to register an invoice issued by a supplier for goods you have ordered to be received into stock, via a Purchase Order raised manually.
Directs - to register an invoice issued by a supplier for goods ordered on behalf of the customer, via a Purchase Order created automatically following a Direct sale.
Expenses - to register an invoice issued by a supplier for bills and other non-stock business expenses, such as an electricity bill or a payment for window cleaning.
Haulage - to register an invoice issued by a haulier for haulage expenses.
Credit Notes - to register a Credit Note issued by a supplier to reimburse you, perhaps for goods that are wrong, faulty or priced incorrectly.
Debit Notes - to register a Credit Note issued by a supplier in response to you issuing them with a Debit Note to recoup a buying deficit.
The full Purchase Invoice registration and matching procedure is as follows:
When you receive an invoice from a supplier you will need to:
Open/create a new Purchase Invoice Registration record. Then:
Enter header details, including specifying the supplier, the invoice Type - see below - and other details. You may need to reference one of your own documents, such as a Purchase Order. Then:
Record invoice totals. Then:
Either (a) Register the incomplete Purchase Invoice Registration for later retrieval from the Finder, or (b) Continue to the matching phase.
Note: The Totals Do Not Match! warning will display at this point if you were invoiced for more or less than the 'expected' amount. To reconcile this you have the option of registering a buying gain or adding a document - see Dealing With Buying Differences - or you may ignore the warning and proceed to the matching stage.
On retrieving the Registered Purchase Invoice from the Finder and/or clicking Continue on the open document to begin the matching phase, you must:
Recall and match each line item and amount on the invoice against goods received, goods returned, haulage charges or nominal codes, depending on the invoice type.
Note: The matching procedure might uncover a 'buying difference'; i.e. a discrepancy between what you received and what you expected to pay for one or more recalled lines. In order to complete/pass the record you may register a buying difference on individual lines or register a buying loss. See Dealing With Buying Differences.
When all items and amounts have been matched, the record is Completed - or 'passed' - and closed. The Registered Purchase Invoice now becomes a Passed Purchase Invoice.
As with other document types in Quantum VS, you may retrieve Purchase Invoice Registration records using the Finder should you wish to view or amend them. There are two types of Purchase Invoice Registration record available in the Finder:
Registered Purchase Invoices: These are Purchase Invoice Registration records which have been created/opened but are not yet complete; i.e. not fully matched. From the Finder you may view a list of Registered Purchase Invoice Registration records and re-open a Purchase Invoice Registration record for editing/matching/completion. You may also open the relevant Supplier record and Purchase Order. See Finding Registered Purchase Invoices.
Passed Purchase Invoices: These are Purchase Invoice Registration records which have been created/opened and are now complete/fully matched. These are no longer retrievable in the Finder (since it is not necessary to re-open them for further matching). However, you may view a list of Passed Purchase Invoice Registration records in the Finder, and also open the relevant Supplier record and Purchase Order. See Finding Passed Purchase Invoices.
This section covers: