Vendor Invoice Distribution Window - Project PO
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Clicking the Edit button on the Vendor Deposit, Invoice, or Operating Expense Window for Vendor Invoices on Project and Inventory Purchase Orders and Operating Expenses will display the Vendor Invoice Distribution Window. This window will appear differently for each type of Payable transaction. The Vendor Invoice Distribution Window when recording a Vendor Invoice on a Project Purchase Order is described below.
Recording a Vendor Invoice
By highlighting a Component on the Purchase Order Components Grid of the Vendor Deposit, Invoice, or Operating Expense Window when recording an Invoice on a Project Purchase Order and clicking on the Edit button, the Vendor Invoice Distribution Window for that Component will be displayed.
On this window, the cost of the Merchandise can be changed, as well as adding any Freight, Design Fee, Installation, Labor, or other charges. Design Manager will recalculate the Subtotal on the Vendor Deposit, Invoice, or Operating Expense Window for the Vendor Invoice to reflect any changes made. The Purchase Order does not need to be edited to reflect these changes! If an additional charge, such as freight, has been added, Design Manager will automatically create a Component within the Project for the cost of the additional charge. The Description of the Component will be "Additional cost on vendor invoice # XXXXX associated with PO # ABCDE-XXXX". There will be no Estimated Cost displayed for the new Component, but it will have Actual Cost equal the amount of the charge entered here.
Entering the proper Quantity Paid For is extremely important if only a portion of the merchandise has been billed by the Vendor. The quantity still on back order may be optionally recorded in the Back Order Quantity Remaining (B/O Qty. Remaining) field for this Component. Optional tracking information including the Received Quantity and Received Date, Expected Ship Date, Status, and the two user-defined fields may also be entered. Any changes made to the information on this window will appear on the Purchase Order Components Grid on the Vendor Deposit, Invoice, or Operating Expense Window.
The following fields are available on the Vendor Invoice Distribution Window when recording a Vendor Invoice for a Project PO:
Merchandise: Record the proper cost for the Merchandise portion of the Component being purchased. This amount should always match the actual cost displayed on the invoice or bill received from the Vendor.
Freight: Record any additional Freight charges for the Component in this field. It is common to create more than one Vendor Invoice for a single Purchase Order if freight and shipping charges are billed separately.
Design Fee: Record any additional Design Fee charges for the Component in this field.
Installation: Record any additional Installation charges for the Component in this field.
Labor: Record any additional Labor charges for the Component in this field.
Total: The sum of the Merchandise, Freight, Design Fee, Installation, and Labor costs will automatically be calculated into this field.
Quantity Paid For (Qty. Paid For): The Quantity Paid For defaults to the Ordered Quantity of the Component less the Invoiced to Date Quantity. It is very important to properly record the actual quantity of the merchandise that is currently be purchased if a portion of the merchandise is back-ordered as Design Manager uses this information in determining the status of the Component on a variety of reports. The Quantity Paid For is also used in properly closing the Purchase Order if the PO Closed By selection on the Company Advanced Options Window - PO Tab is set to either Vendor Invoice or Both.
Back Ordered Quantity Remaining (B/O Qty. Remaining): If a portion of the merchandise is on back order, the back ordered amount may optionally be entered into this field. This is useful in accurately monitoring the status of the order.
Bypass WIP: The Bypass WIP option determines whether the costs of the merchandise and other charges will be recorded into Work in Process or directly into Cost of Goods Sold. Selecting the option will cause the costs to go to Cost of Goods Sold. The Bypass WIP option will be automatically selected if the Bypass WIP option is selected on the Item Window - Status Tab for the Item or the Item has already been invoiced to the Client. It may be desirable to set the Bypass WIP option if the costs will never be invoiced to the Client. If unsure of the proper setting for the Bypass WIP, it is wise to leave the defaulted selection.
Optional Tracking Information: This information will be available on the Purchase Order Status Window for further input and review.
Received Quantity (Recv'd. Qty.): The amount of the merchandise that has actually been received from the Vendor may optionally be recorded while processing the Vendor Invoice. Again, this is useful in accurately monitoring the status of the order.
Received Date (Recv'd. Date): The date the merchandise was received from the Vendor.
Expected Ship Date (Exp. Ship Date): The date upon which the merchandise is expected to be shipped from the Vendor.
Status: The Status field may be used for entering any additional information for this Purchase Order Component.
User Date 1: This is a user-defined field that can be used for any additional tracking information that may be required. The title for this field can be set on the Company Advanced Options – General Tab.
User Date 2: See above.