Purchase Invoices are used to receive Inventory items from Vendors. New Purchase Invoices may be entered to receive items when Purchase Orders have not been entered for the items ordered. Purchase Invoices are automatically created for items received from Purchase Orders.
The Disable Purchase Orders Display Parameter may be enabled and the Default to Purchase Orders Display Parameter disabled to define each new Purchase Transaction as a Purchase Invoice transaction type.
One quantity column, Qty, is typically displayed on the Purchase Invoice Item Entry screen (unless the Qty Only Purchase Invoice Screen Mode Display parameter is disabled, in which case 2 quantity columns are displayed).
Qty - The Qty column displays the number of units being received and is initially defined by the item's Order Qty field located on the Inventory database record Order Data screen. The number in the Qty column may be edited by navigating to the Qty column and changing the number.
- If the item Order Qty is a positive number, that number is displayed in the Qty column.
- If the item Order Qty is a negative number (displayed with a minus sign in front of it), it is not treated as a negative value but rather as the target Quantity On Hand to have in stock. For example, -100 in the item Order Qty field is interpreted by the Purchase Order to define the number of units to order to bring the current Quantity On Hand back up to 100."
- If -100 is entered in the Qty column of a Purchase Invoice, it is treated as a negative value which is used to send 100 units back to the Vendor and reduces the item's Quantity On Hand.
- If the item Order Multiplier field located on the Inventory database record Order Data screen contains a value AND the item has no Parent item, the number displayed in the Order column is defined by the item Order Qty, however the number actually received is calculated by multiplying the number in the Qty column by the value in the item Multiplier field.
Examples:
If Order Qty=1, and Multiplier=1, Qty column displays 1 and 1 is received.
If Order Qty=5, and Multiplier=1, Qty column displays 5 and 5 are received.
If Order Qty=1, and Multiplier=5, Qty column displays 1 and 5 are received.
If Order Qty=5, and Multiplier=5, Qty column displays 5 and 25 are received.
The Cost column displays the cost of the line item per unit and represents either the current Vendor's Product Cost (if it is available from the item's Inventory database record Vendor Information), or the Average Cost from the item's Inventory database record (if the current Vendor does not exist in the item's Vendor Information).
To use a different Cost (or Price) from the item's Inventory database record, navigate to the Cost column and press [Ins] to display a list containing the item's:
Last Cost
Average Cost
Vendors Product Costs
Sale Price
Base Price
List Price
If the Global Parameters Decimal Points are set to 3, Keystroke rounds the cost to 2 digits, even if 3 digits are entered.
The Cost field may be edited. Editing the Cost automatically updates the Amount.
The Cost from the Purchase Transaction is automatically saved in the item's Vendor Information Product Cost field for the current Vendor.
Note: Keystroke uses the Cost from the Purchase Transaction to update the item's Average Cost, so it is important to enter the correct Cost even if only using Purchase Manager to receive items into Inventory.
The Amount column displays the Total dollar amount (Qty * Cost) for the line item.
The Amount field may be edited. Editing the Amount automatically updates the Cost.
Displayed on the Purchase Invoice Item Entry screen:
SubTotal
Shipping
Disc
Total
Displayed by default on the Complete Purchase Transaction - Invoice screen in the Totals column:
SubTotal
Disc
Shipping
Total
Tendered
Remaining
Displayed by default on the Complete Purchase Transaction - Invoice screen in the left-hand column:
Order Date
Expected On Date
Invoice Number
See:
Purchase Orders
Purchase Transaction Types
Purchase Manager Contents