Open topic with navigation

Complete an Invoice

1. Navigate to the Invoicing screen.

   1. Log In to the Data Center Application to display the Data Center ribbon menu.

      

   2. Select Receiving > Invoicing from the main menu to display the Invoicing screen.

   

2. Select onscreen options to determine which purchase orders are displayed on the screen:

   • Filter by Vendor:
     Click a vendor name in the Select Vendor list to display only invoices for that vendor. (Click the All vendor name to display invoices for all vendors.)

     Note: If needed, enter all or part of a vendor’s name in the field to show only matching vendors in the Select Vendor list.

   • Filter by Date:
     Uncheck the All Dates checkbox, enter dates in the From and To fields, and click the Refresh button to display only invoices from that date range.
   • Filter by PO Number:
     Enter all or part of a PO number in the Search POs field and click the Search POs button to display only display only invoices associated with purchase orders that contain the entered text.
   • Sort and Filter Onscreen Data.

3. Click an invoice's Details button to display the Invoice Details screen.

   

4. Enter/edit Invoice Values as needed for each item.

   Note: A user must be granted the ProductCost permission to view/use some of these fields.

   Qty Invoiced	Enter the quantity of the item being invoiced.
   Unit Cost	Enter the actual unit cost for the item.
   Retail Price	Enter the retail price for the item to automatically calculate and display the GP % value. Note: GP% = (Retail Price - Unit Cost) / Retail Price
   GP %	Enter the gross profit percentage for the item to automatically calculate and display the Retail Price value. Note: Retail Price = Unit Cost / (1-GP%)
   Ext. Cost	The system automatically calculates this amount by multiplying the Qty Invoiced by the Unit Cost.

5. Enter Invoice information in the window.

   Note: Required fields and settings are displayed with red borders.

   Invoice #	Enter the invoice number. Note: If an invoice number is not available, enter a placeholder number (e.g., employee initials and the received date/time) and revise it at a later date.
   Received Date	Enter the invoice date (mm/dd/yyyy) or Select a Date with the calendar button.
   Due Date	Enter the date payment is due to the vendor (mm/dd/yyyy) or Select a Date with the calendar button.
   Standard Terms	Select the appropriate terms option from the drop-down field.
   Terms	Enter additional or non-standard terms.
   Memo	Enter notes as needed.
   Shipping	Enter shipping charges (e.g., freight, fuel surcharge, fees, etc.) included on the invoice.
   Discount	Enter the discount amount for the entire invoice. (Do not include discounts for individual items as these are entered in each item's Discount % or Amount cell.)
   Amount Due	Enter the total amount due for the invoice. To calculate this amount, add the sum of all Ext. Cost fields to the amount in the Shipping field and subtract the amount in the Discount field.

6. When all fields have been completed, click the Submit button to display the Label Printing window.

   Note: If the value in the Amount Due field does not equal the calculated value (sum of all Ext. Cost fields + Shipping charges - Discount), the system displays a Totals do not match error message window.
   
   Click the No button to close the window and make corrections as needed.

   

7. Complete the Label Printing Window to print labels and/or an invoice report as needed.

8. The system sends the invoice to the Receiving History screen.
9. Click the tab's Close button to close the screen.

Note: If needed, complete the View and Use the Receiving History Record procedure to review the invoice.