Creating a Bill Later

If you did not receive an invoice from the vendor when you received the items and accounts, you can use this process to enter the invoice when it arrives.

Recalling a Purchase Order

Before receiving a purchase order you should recall and review it using any of the following methods:

Enter the purchase order number in the Purchase order field on the Enter Purchase Order screen and press Tab. Leading zeros can be omitted.
Click the search control in the Purchase order field on the Enter Purchase Order screen. Use any of field or combination of fields to specify the PO you want and click Search. Choose the correct purchase order from the resulting list.
Preview any purchase order report and click on the purchase order number.
If the purchase order was created from a dispatch or invoice, it can be seen by clicking the Activities button on the screen showing the related record and selecting View Ordered Parts. Highlight the desired purchase order and click Open.

Updating Prices on a Purchase Order

Once the purchase order has been recalled it should be compared against the purchase order. If there are any price differences do not update the line items on the purchase order to reflect the actual price per part if the part has already been received. This could cause the value of your inventory to become incorrect.

Add a new Account line instead and associate it with a cost of sales account. Give it a description of Price difference. Set the quantity to 1 and enter the difference between the purchase order total and the invoice total in the Price field. You can also associate it with a department, job or dispatch if desired.

Creating the Bill

Once that has been completed, click the Save and Bill icon at the top of the screen. Select Yes when asked if you would like to mark the purchase order as Billed. Enter the invoice number on the resulting screen to create an invoice in your accounting software for ALL the items on the purchase order.