Retail: Invoices

Retail: Invoices




Key Takeaways:

Starting the Invoice Process
  1. Select a receipt to bring into an invoice.
    1. Multiple receipts for a single PO must all be brought into the invoice.

Entering Invoice Details
  1. Receiving details are carried over to the invoice.
  2. Enter invoice number (system checks for duplicates by vendor).
  3. Enter invoice amount, due date, billing info, etc.

Checking Totals & Adjustments
  1. Verify invoice total matches expectations.
  2. If mismatch:
    1. Possible vendor pricing issue.
    2. May need to add extra charges (e.g., freight).
      1. Expenses can be set to distribute into item costs or stay external.

Reviewing Invoice Lines
  1. Turn on/off columns depending on what info you want to see.
  2. Verify related receipt and PO details.
  3. Compare ordered vs. received quantities.
  4. Identify price changes.
  5. Remove items not on the invoice (system prompts on zero-quantity items).

Attachments
  1. Scan and attach vendor invoices for record-keeping.
  2. Optionally associate URL/links from third-party sources.

Committing the Invoice
  1. Once all details are confirmed, commit the invoice.

Output & Distribution
  1. Print or email invoices.
  2. Can auto-send to AP automation or finance team.
  3. Attach scanned invoice PDFs when emailing.

Final Validation
  1. Run the PO Receipt to Invoice report.
    1. Submit alongside invoice for approval.
    2. Report shows what was ordered, received, invoiced, and any variances.



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