Purchase Invoice
Invoice Matching
This program is used for invoicing incoming stock, these invoices can be entered in manually, converted from a purchase order, or pulled in electronically from the PharmX portal.
See here for an Overview of the Invoice Screen.
Invoicing can be split up into two main strands, electronic and non-electronic invoicing. Electronic invoicing is when the purchase order is sent through PharmX (PharmX is the gateway POS Works uses to contact suppliers) then received through Pharmx. Non-electronic invoices are invoices that have not been received though PharmX. Non-electronic invoices will sometimes be referred to as Purchase Order Generated Invoices or Manual Invoices.
Click on each title to view guide:
Before Accepting an Invoice
Always check:
- Quantity of units (look out for carton size)
- Balanced Line Cost
- New Retail compared with Old Retail and flag to update of necessary
- Invoice Status is Received or Out of Stock
- Credit Reason- Units Credit
- Invoice Details
Before accepting any invoice you must ensure that the header and footer totals match (including your total invoice value). When you have confirmed that all details match and are correct, continue and Select Accept from the top ribbon bar. Enter your User ID and password to authorise the invoice matching process to complete.
Your stock on hand and on order quantities will automatically adjust to reflect merchandise received in.
Where the Invoice is linked to a Purchase Order (PO) and some Items have not been received, the PO status will change to Part Invoiced. This means Item(s) that have not been invoiced will stay on order. The system will inform with a Prompt message when this is occurring.
By answering Yes will remove the On Order Quantity from any Item(s) in the linked PO that have not been received when processing the invoice. Answering NO will leave the PO Part Invoiced and allow you match against the Invoice when the stock arrives.
If you are having issues with a Purchase Invoice, please refer to our troubleshooting guides here.
Labelling
Label batches from invoice matching will automatically be created when sell prices change. When you select to create a new sell price in Invoice Matching the start date on the sell will always be tomorrow.
Label batches can be produced by selecting Yes to the Prompt message after accepting an invoice OR by selecting Labels from the top ribbon bar of an accepted invoice. Items where you have selected to create a new sell price in the invoice will be populated as the Normal Sell in the label batch. The active date of the sell will be based on the setting in Site Configuration as above.
Notes Tab
Notes Tab is a tool where you can add notes for future reference if required. This can be useful if something is not how it normally is, Eg: Short supplied, carton damage etc, or if you would like to enter the name of the person who checked off the stock.