Purchase Invoice: Common Issues
Invoice Total does not match Invoice total provided by Supplier
When the Invoice total does not match the expected total it is advised users check the following fields and edit if necessary.
If any of these columns are not visible, you can right click the top header bar of the Smart Grid and select Customise Columns.
Ctns Inv: Check that the Cartons invoiced matches the amount listed on your invoice.
Ctn Qty: If a supplier does not invoice in cartons, this should be 1. If the supplier invoices in cartons make sure this number is equal to the unit SOH per carton.
Units Inv: Ensure this number is correct.
Line Cost Inc/Ex: make sure this matches the line cost on the suppliers invoice. POS Works will automatically calculate unit and carton costs from this field.
Ctn Cost: this should match the suppliers cost per carton on the invoice, if listed.
Incorrect unit quantities
When the unit quantity does not match the expected amount, check the Ctns Inv, Ctn Qty and Units Inv match the expected amounts. You can edit these fields if needed.
If any of these columns are not visible, you can right click the top header bar of the Smart Grid and select Customise Columns.
SOH has not adjusted correctly
If the SOH for a total has not adjusted as expected, check the audit tab for the affected items' Item Maintenance profile. If the Invoice is determined to be the cause of the incorrect total, then check the following:
Check if the item is a modular item in Item Maintenance and if so confirm that the purchasing item was invoiced and not the stock count item.
Check the Units Inv quantity is correct in the Purchase invoice.
Check the Status column in the purchase invoice for the item is Received.
Check that the Purchase Invoice has been accepted.
On Order Stock has not updated
If an invoice is linked to an order the quantities of on order stock should update automatically. When an invoice is imported either from a Purchase Order or electronically from PharmX, it will list any linked Purchase Order IDs in the Source Orders section in the top right hand corner of the Purchase Invoice window.
If your invoice has not been imported from a POS Works Purchase Order, or the supplier has not linked the PharmX order to the invoice. Then you may need to clear these orders using the Purchase Order Control Screen function in Purchase Order.