How do I manage Invoices?

Invoices are used to post Inventory to your Store Location. Whenever you receive Inventory from a Vendor, create an Invoice and post it for the Inventory to show up in your Store.

Navigation

  1. Go to Manage > SalesLink > Invoice Search.

  1. Use the Criteria to filter the list and then select Find.

  • Invoice Number – Enter an Invoice Number.
  • PO Number – Enter a PO Number.
  • Item Number – Enter a specific Item Number to return Invoices that contain the item.
  • Invoice Date – Enter an Invoice Date.
  • Date Received – Enter the date the Invoice was received.
  • Vendor – Select from a list of vendors.
  • Open Invoices – Check box to include Invoices that have not been posted.
  1. Select View to open an Invoice.

Add Invoice

  1. In the lower right hand corner, select Add Invoice.
  2. Enter the information in the fields.

  • Vendor – Select a Vendor from the list or add a Vendor.
  • Location Received – Enter the Store Location where the inventory will be received.
  • Invoice Number – Enter the Invoice Number from the Vendor.
  • PO Number – Enter your PO Number assigned to the Invoice.
  • Invoice Date – Enter a date for the Invoice.
  • Date Received – Enter a date that the inventory was received.
  • Auto Calculate Percentages – Check box to distribute costs of Total Freight and Misc Fees based on the quantity of items.

Add Vendor

  1. Select to add a new Vendor.
  2. Fill out the information in the fields.

  • Vendor Name – Enter a name for the Vendor.
  • Main Contact – Enter a name for the main contact with the Vendor.
  • Phone – Enter the main contact’s phone number.
  • Email – Enter the main contact’s email address.
  • Address – Enter an address.
  • Website – Enter a website.
  • Active – Select if the Vendor is Active.
  1. Select Save.

Add Line Item

After you have added the Invoice Details, the next step is to add the items that make up the Invoice.

  1. In the right hand corner, select Add Line Item.
  2. Use the filters to find the list and then select Find.

  1. Check the boxes next to the Inventory Items to include them on the Invoice.
  2. Once you are finished with your select, choose on of the following:
    • Save and Add Another – Adds the items selected and remains on the same screen.
    • Add and Close – Adds the items selected and closes the screen.
  3. Update the fields as needed.

  • Auto Calculate Percentages – Check box to distribute costs of Total Freight and Misc Fees based on the quantity of items.
  • Total Freight – Enter the amount for freight of the Invoice.
  • Misc Fees – Enter any miscellaneous fees on the Invoice.
  • Vendor Part # – Enter the vendor part number.
  • Qty – Defaults to 1 and then update to the actual number of items on Invoice.
  • Unit $ – Pulled from the Cost field on the Inventory Item. Override as needed. Inventory is sold FIFO (first in, first out).
  • Lbs – Pulled from the weight field on the Inventory Item.
  • Freight % – Manually enter the percentage of the Total Freight and Misc Fees to apply to each Inventory Item.
  • Total Unit $ – Sums the Unit Cost and Freight and Misc Costs.
  • X – Select to remove a Line Item

Post Invoice

When an Inventory is started, it is in a Pending status. You can either Save the Invoice if you need to add more later or select Post to finalize the Invoice and post the Inventory.

  1. Select Post.

  1. Once you have posted an invoice, the status will change to Posted.

Quick Tip – Once an Invoice is Posted, any changes will affect the current store inventory.
  1. To print an Invoice, select Print Invoice. This will print the Inventory Vendor Invoice report.

Reports

Here are a few reports that are helpful to audit your current inventory.

  • Inventory Quantities by Location
  • Inventory Quantities for Date
  • Inventory Vendor Invoice