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.

Right-Side Actions

  • Remove Line Item
    Removes selected line(s) from the document.

  • Edit Item
    Opens the item editor for the selected line.

  • Edit Related Item
    Opens the item editor for a related item (for example, an alternate purchasing size).

  • Replace Item
    Replaces the inventory item on the line. Other line properties remain unchanged, including references to related documents.

  • Create New Item List
    Creates an Item List from the items on the document. Quantities are included if present.

  • Split Line
    Adds the same item to the document multiple times. Useful when applying different quantities or costs.

  • Fill to Par
    Updates quantities to meet the assigned Par/Re-Order point.

  • Round Quantities
    Rounds fractional quantities up or down.

  • Remove Zero Qty Lines
    Removes lines with a quantity of zero.

  • Scheduled Price Change
    Moves selected items into a Scheduled Retail Change.

  • Related Documents
    Opens documents connected to the current Invoice

Bottom Actions

  • Print
    Prints the document.

  • Print Labels
    Prints labels for items. The number of labels matches the document quantity.

  • Commit
    Finalizes the document.

  • RFID Tags (RFID clients only)
    Adds items to the RFID Tag queue. A prompt appears at Commit. If skipped, you can add items after committing.

  • Attached Files
    Uploads scanned or PDF copies to the document record.

  • Links
    Associates a URL with the document.

  • Export
    Exports the document in available formats.

    Info
    This option is available only after the document is committed.