Updated: October 21, 2021 1:07pm

Chapter 23. Vendor Invoices

Prism 1.14.7 User's Guide Chapter 23. Vendor Invoices PDF

Prism 2.0 User's Guide Chapter 23. Vendor Invoices PDF

One of the primary causes of inventory valuation problems is a mismatch between the quantities and costs entered on the receiving voucher and the numbers entered on the final invoice sent by the vendor. Minor variations in the items, quantities can add up over time. Using Prism's Vendor Invoice feature, users can ensure that the amounts on the vendor invoice match the voucher totals, whether the invoice is for a single voucher or multiple vouchers.

Vendor Invoices - Basic Steps

  1. Enable the vendor invoices feature in Admin Console > Node Preferences > Purchasing > Vouchers.
    Preference to enable promotions
  2. Assign security permissions for vendor invoices and set other receiving options as needed.
  3. Enter vendor invoice information on individual vouchers, or create a new vendor invoice and assign vouchers to the invoice.

Vendor Invoice Permissions
You can control employee access to vendor invoice features using the following permissions:

Permission Description
Vendor Invoice - Access Allow group members to access the vendor invoice area and view existing vendor invoices.
Vendor Invoice - Approve Allow group members to mark a vendor invoice as approved.
Vendor Invoice - Create Allow group members to create a new vendor invoice (using the New or Copy button).
Vendor Invoice - Delete  Allows group members to delete a vendor invoice.
Vendor Invoice - Edit Allows group members to edit a vendor invoice.

New Vendor Invoice

There are two paths for creating a new vendor invoice: 1) Add a new vendor invoice record in the Receiving > Vendor Invoice area. The vendor invoice must then be assigned to its voucher(s). 2) Add a new vendor invoice record on the voucher(s) in Voucher Details. The vendor invoice is automatically assigned to the voucher. (Useful if the vendor invoice information is available when the voucher is created).
Path 1
Navigate to Store Operations > Receiving > Vendor Invoice.
Vendor invoice button on merchandise menu

The Vendor Invoices screen lists existing invoices and vouchers.
vendor invoices screen

Click the New button. A new vendor invoice form is displayed, ready for editing.
Enter vendor information in the vendor invoice fields and click Save. (Refer to the Vendor Invoice Fields table).
Sample New Vendor Invoice:
New vendor invoice

After saving the new vendor invoice, it is now shown in the list.
Vendor invoices screen with invoice

In the bottom pane, select the voucher that matches this vendor invoice and click Assign. To confirm the vendor invoice was assigned to the voucher, use Voucher Lookup to find and display the voucher. Click Voucher Details and navigate to the Vendor tab. There are options to Edit, Unassign or Deactivate the vendor invoice.

Path 2
Alternatively, a user can edit the voucher and add a new vendor invoice in the Voucher Details area. When a user adds a vendor invoice using this method, the vendor invoice is automatically assigned to that voucher.
Use Voucher Lookup to locate and view the voucher. Click Voucher Details.
Voucher form with Edit and Voucher Details buttons

Click the Vendor tab. Click the Add button.
Voucher Details, Vendor tab

Enter vendor information in the vendor invoice fields. Save the invoice. The vendor invoice is automatically assigned to the voucher. Options to Edit, Unassign or Deactivate the vendor invoice are available.
Close the voucher.
Vendor Invoice Fields
The following table has information about the Vendor Invoice fields.

Field Description
Invoice Number The number assigned to the invoice. (Based on the numbering sequence defined in the Subsidiary or Store record.)
Invoice Date The date the vendor invoice was created/saved.
Invoice Amount The total amount of the vendor invoice. To maintain correct inventory valuations, the voucher(s) assigned to an invoice should match the Invoice Amount.
Purchase Order Number The number of the PO on which the shipment was ordered.
Payee  The vendor to whom payment is due.
Employee The employee who created the vendor invoice.

Assign a Voucher to a Vendor Invoice
Assigning a voucher to a vendor invoice creates a link that enables you to track which shipments of received merchandise have been paid for and which haven't.  You can search for a specific vendor invoice when assigning Vouchers to Vendor Invoices.
In the Vendor Invoice area, select a Vendor Invoice in the top pane.
Click the Show button to show available vouchers. Select a voucher in the bottom pane. In the example below, invoice 0001 is matched with Voucher No 1.
Vouchers and vendor invoices
Click the Assign button. The vendor invoice information is automatically copied to the voucher.    

Voucher assigned to vendor invoice

Show All, Assigned, or Unassigned
Click the Show button to display all vouchers, only assigned vouchers, or only unassigned vouchers.

Unassign a Vendor Invoice
To unassign a voucher, select the vendor invoice and voucher in their respective panes and click the Unassign button.

Entering Vendor Invoice Information on Voucher
You can enter vendor invoice information via the Voucher Details area of the receiving voucher. Note: When you assign a voucher to a vendor invoice, the vendor invoice info is copied to the Voucher Details area of the voucher.
On a voucher in progress, click the Voucher Details button. Click the Vendor tab. In the Vendor Invoice area, click the Add button.
Voucher details
Enter invoice information in the displayed dialog.
Click the Save button.     
new vendor invoice on a voucher

The invoice information is added to voucher details.

Editing Payee Code
The Payee Code in the Vendor Account section is only editable when no Vendor Invoice is assigned. When a Vendor Invoice is assigned (or edited after assignment), the Payee Code should be updated to match. To edit the Payee Code on a Voucher after Vendor Invoice assignment, users must make the change on the Vendor Invoice or unassign the Vendor Invoice.