How To: Create an Invoice

How To: Create an Invoice

The purchasing workflow is highly customizable, but invoices are universal and required for all clients. Invoices update an item’s calculated cost. If your team doesn’t use receipts, invoices also update on-hand quantities. Maintaining accurate invoices is critical.


 

  1. Permission to view and edit invoices
  2. Optional: Edit After Commit permission for invoices


You can create invoices by converting purchase orders or receipts, or by creating a stand-alone invoice.

Create a stand-alone invoice

  1. Select Create New.

  2. Select the store (if applicable) and vendor.

  3. Select Add Items or Add Line Items, and add the required items.

  4. Review and update vendor prices as needed.

  5. Enter item quantities.

  6. Add additional expenses, if applicable.

    1. Confirm the correct distribution method.

  7. Update the Payment Due, Invoice Date, and Paid Date.

  8. Confirm the Commit Date.

  9. Update the Invoice Amount to match the invoice total.

  10. Select Commit.


Convert a purchase order or receipt to an invoice

  1. Highlight the purchase order or receipt.

  2. Select Convert To > Invoice.

  3. Confirm item quantities and vendor prices, and update as needed.

  4. Add additional expenses, if applicable.

    1. Confirm the correct distribution method.

  5. Update the Payment Due, Invoice Date, and Paid Date.

  6. Confirm or update the Commit Date.

  7. Update the Invoice Amount to match the invoice total.

  8. Select Commit.


Vendor price changes

When you change a vendor price, Yellow Dog prompts you to choose how the change should be applied:

  • Permanent change (recommended in most cases)

  • Invoice-only change

You can apply your selection to all remaining price changes on the invoice. If you select Cancel, the price reverts to its previous value.

Figure: Example of the options for updating vendor price

Commit date

You can set the commit date before committing the invoice. This is useful if you need to backdate when to the product was received.

  • The commit date can’t be earlier than the store or database closeout date.

  • Yellow Dog recommends not backdating invoices more than seven days.

Invoice expenses

You can configure default expense distributions to save time.

Configure default expense distribution

  1. Go to System Setup > Accounts > Invoice Expense Accounts.

  2. Select a distribution method for each expense type.

Add expenses to an invoice

  • Add as many expense types as needed, such as credits, discounts, tax, freight, or other charges.

  • Expense fields support math.

  • You can edit or add expense types in System Setup > Accounts > Invoice Expense Accounts.

  • Distribute expenses by item cost or item quantity.

  • Apply expenses to all items, by department, or keep them as separate expenses.

You can override the distribution method on an individual invoice for one-off scenarios.

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