Chapter 23. Vendor Invoices

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

Prism 2.3 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 and 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.
   
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:

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.

The Vendor Invoices screen lists existing invoices and vouchers.

Click the New button under the grid in the Vendor Invoices pane. 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:

After saving the new vendor invoice, it is now shown in the list.

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.

Click the Vendor tab. Click the Add button.

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.

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.
As explained in the previous section, a user can add a vendor invoice in two ways: If the user adds the vendor invoice on the voucher itself in the Voucher Details area, then the vendor invoice is automatically assigned to the voucher. If the vendor invoice is added in the Vendor Invoices area, the user must assign the invoice to a voucher.
This process links the voucher and vendor invoice. Note: You can assign one or more vouchers to a vendor invoice; however, a voucher can have only one vendor invoice.
Filter the list of Vendor Invoices or Vouchers
You can apply a filter in both the Vendor Invoices and the Vouchers area to display only certain vendor invoices or vouchers. For example, you can filter for only vendor invoices from a certain vendor, or only vouchers created during a certain date range. Click the Filters arrow to display a Filter screen.
In the Search By dropdown, select an element for filtering the list:  In the text box for the selected element, type the value to use as search criteria. For example, if filtering by From Store, you can enter a store number such as "001", "002" or "003".
When you click the Search button at the bottom of the filter area, a list of documents that include the entered filter criteria is displayed. You can use the page navigation buttons to navigate the list of documents. If necessary, you can change the filter criteria and search again.
Assign a Voucher to a Vendor Invoice
Navigate to Store Operations > Receiving > Vendor Invoices.
Click the Filters button for the Vendor Invoices pane.
Select a filter element from the Search By dropdown: Invoice Number, Invoice Amount, Vendor Code, PO Number, Employee or Active/Inactive status
In the screenshot below, filtering by PO No 7.
Select the Vendor Invoice in the top pane (indicated by the check mark).

In the bottom pane, click the Filters button for vouchers. The filter elements available for Vouchers are Voucher No, PO No, Vendor Code or Associate. In the screenshot below, the user is filtering by Vendor Code PMT.
Click the Search button.
Select the desired voucher in the Results pane. In the screenshot below, the search returns two vouchers.
With the Vendor Invoice and Voucher selected, click the Assign button. A message informs the user that the assignment was successful.The vendor invoice information is automatically copied to the voucher.    

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.

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.

Enter invoice information in the displayed dialog.
Save the changes.   

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.