Invoices are used when goods are received from a vendor. In addition to entering Invoices manually, FOOD-TRAK will automatically convert a Purchase Order into an Invoice. For that reason, the Form Selection page for Invoices also contains completed Purchase Orders. The PO is converted into an Invoice when you open it.
The Invoice form has two tabs: The Header tab and the Details tab. When you complete the form, a Summary page appears containing Distribution information as well as any critical issues or warnings affecting the processing of the form. The New, Pause, Complete and Print buttons are found on both tabs.
The Header tab normally includes fields for the vendor's name, transaction dates, the personnel involved in the transaction, and comments. If you have set payment terms for this vendor on the Vendor Editor's Accounting tab, the Due Date for this invoice will be automatically calculated based on those terms.
Help on the Header tab fields
Vendor
This is a drop-down list of the vendors currently in your system that you have permission to buy from. Procurement data entry forms that require a vendor display a list of vendors that is filtered based on the current user's Profit Center access. By default, a vendor is assigned to all Profit Centers in the site. Vendors that are assigned to "All Profit Centers" (box is checked on editor) are displayed for all users with permission to procurement data entry forms.
Invoice Number
Enter the Invoice Number listed by the vendor for this delivery.
Invoice Date
This is the date the Invoice was created. To change the date, click the calendar button and then click the desired date for the invoice. If you enter the date manually, you must be careful to enter it in the proper format or FOOD-TRAK will revert to the date listed formerly. Type the date as MM/DD/YYYY using one or two digits for the day and month when necessary.
Due Date
This is the date the Invoice is due. To change the date, click the calendar button and then click the desired date for the invoice. If you enter the date manually, you must be careful to enter it in the proper format or FOOD-TRAK will revert to the date listed formerly. Type the date as MM/DD/YYYY using one or two digits for the day and month when necessary.
Receiver
Type the name of the person who received this delivery.
Spread
Enter any Miscellaneous charges into this field.
Freight
Enter any shipping charges that may apply to this delivery in this field.
Sales Tax Charges
Enter the amount of Sales Tax paid for this order.
Reference
This is an optional field for a short note, such as the name of the delivery personnel, etc.
Total Payable
In order to complete the Invoice, you must enter the Total Payable in this field. It must equal the exact amount owed to the vendor, including freight, tax, and other charges. You can make adjustments to the total payable by making changes on the Details tab.
Calculated Payable
This is the figure currently owed on the Invoice including tax, freight and other charges. The Calculated Payable and the Total Payable must match before the Invoice can be completed.
Difference
This is the difference in the amount owed between the Calculated and Total Payable fields.
Comments
This field is reserved for any notes you may want to take on this transaction. If the Invoice was created by one of FOOD-TRAK's automatic utilities, then information regarding this conversion will appear in this field.
Spreading Sales Tax Charges
On a Profit Center or Multiple Profit Centers Invoice, you may enter a dollar value for Sales Tax Charges.
Click the Spread Sales Tax button to spread the entered dollars to ALL of the items on Details tab.
Or
Click the Spread Sales Tax only to Taxable Item button. The tax dollars are spread only to those items on the Details tab flagged as taxable in the selected Profit Center in the top left of the Header screen.
Additionally, up to 5 tax codes may be setup and associated with one or more Profit Centers. Click the button looking like a plus sign to open a submenu where the dollar values for these tax codes may be entered.
Note: If at least one tax type/code exists, then you must expand the 'Show Tax List' button to select one of the tax types and enter your total tax dollar value in its field.
For more information on how to setup tax codes go to the Tax Table topic.
For information on how to associate tax codes to items and Profit Centers en masse go to the Tax Assignment topic.
For information on how to configure a single purchased item to be taxable see the Purchase Location By Profit Center topic.
A Profit Center may be designated as the receiving Profit Center using a drop down list at the top of the Header screen. After an invoice form has been paused or completed, this Profit Center assignment may be changed from a particular Profit Center selected to 'Multiple Profit Centers' if the originally selected Profit Center was not the correct receiving outlet.
Credit Memo
A check box on an Invoice header is available to designate the form as a credit memo. When an invoice is marked as a Credit Memo, the total payable on the header and the item details for those items being returned may all be entered as positive numbers. Upon completion, Credit Memos post the payable as a negative number (debit) to GL Account/s associated with the items on the form and the line items have the effect of having their inventory depleted.
When Credit Memos are printed the Heading at the top of the form reads 'Credit Memo'. Additionally, a filter has been added to the Invoices report allowing you to print 'Credit Memos only'.
The Details tab contains the items that are placed on the Invoice. A copy of the information from the Header appears at the top of the Details tab. This information can only be altered by going back to the Header and changing it there.
Aside from the Close, Pause, and Complete buttons mentioned above, the Details tab has 4 more buttons:
Correct Invalid Item Codes This option will correct any Item Code/GL Account currently on this template.
Set Location
Sets a selected item to a particular Purchase Location.
Set Location to Default
Sets all items to a selected Purchase Location.
Find
Searches the invoice for a specific item.
Click Find. The Search Form window appears.
Use the Search By drop-down list to search for listed items by Name or by Item Code.
Type the name, or a partial name of the item into the Search For field. If you are searching by Item Code, you can type in the entire Item Code or a portion of it.
Click Search.
In the Results drop-down list, occurrences of the search criteria will appear. Select the item you want on the drop-down list, then click Jump To. The item list will scroll so that the search item is at the top of the list.
The main part of the Details page consists of the item list. Information about each item is also displayed, such as the Item Code, Name, the Quantity and Units delivered, the Cost, etc.
Other helpful information about this form:
Edit item information
To change any of an item's information, click the item to select it, and the Edit window opens at the bottom of the page with active fields, which allow you to change any of the existing item information.
Although you can change the information in most of the fields, the Quantity field is the default field that is selected. This makes it easy for you to quickly add or change an item's quantity. Make the change, click Update or press ENTER. The changes are made and FOOD-TRAK automatically scrolls to the next item on the list. You can move from field to field on the Edit window by pressing TAB.
Insert a new item into a list
Select a line item. The new item will appear below the selected line item.
When the Edit window opens, click Insert. An item list opens up above the Edit window.
Scroll to the item you wish to insert and click it. To shorten the list, you can use filtering. The item appears in the Edit window.
Enter a Quantity and press ENTER or click Update. The item is added to the form.
NOTE! You must either press ENTER or click Update or the item will not be added. Clicking Back or Next will not add the item to the Invoice.
Add an item at the top of a list
At the top of the item list and just below the headings is a link that reads, Click here to insert an item at the beginning of the form. Click this text to open the Edit window.
An item list appears on the Edit window. Scroll through the list until you find the item you wish to add to the top of the list. To shorten the list, you can use filtering.
When you find the item you want, click it and it is moved into the Edit window.
Enter a Quantity for the item.
To add the item to the top of the list, click Update or press ENTER.
NOTE: You must either press ENTER or click Update or the item will not be added. Clicking Back or Next will not add the item to the form.
Add an item at the bottom of the list
Adding an item to the bottom of a list is virtually automatic. When you arrive at the bottom of a list while entering data, the form automatically enters Add Mode. The Item Search menu opens at the foot of the Details tab, which allows you to search for an item.
If you have a list of Item or PLU Codes handy, you can add items to the end of a list by typing the code into the appropriate field and pressing ENTER. The new item is added at the end of the list, and the Search menu again becomes blank, enabling you to type in the next search criterion. Using this feature, you can easily enter multiple items to the list using only the number pad on your keyboard.
Remove an item from a list
To remove an item from your form, click the item to select it. The Edit window then opens.
Click Remove at the bottom of the Edit window. The item is deleted from the list.
Back and Next Buttons
Click an item to open the Edit window. At the bottom left side of the Edit window are the Back and Next buttons. These are used to scroll through the item list while keeping the Edit window open.
NOTE! The Back and Next buttons do nothing but scroll through the items listed on the form. They do not perform any save or edit function. If you make changes to an item's information, the changes will not take effect until you press ENTER or click Update; they cannot be made by clicking Back or Next.
Find on-hand amounts of an item
To find out how much of an item you have on hand, select the line item and then click the yellow clock icon. The estimated on-hand amount of that item then appears.
When you have finished with your Invoice, click Complete 1 of 2. Before it closes the form, FOOD-TRAK displays the Summary page. This page identifies Critical Issues, Warnings and Distribution information. More...
Critical Issues lists major problems that appear in the Invoice form. These problems must be resolved before the form can be completed.
Warnings list less severe problems with your form, and can be resolved by either fixing the problem listed or ignoring the problem by clicking Yes to the Warning message.
Distributions indicate the charges made to each G/L Account involved in the transaction. You can add another account to the distribution by clicking New, and selecting the additional account from the drop-down list that appears.
Click Complete 2 of 2 once all issues are resolved.
Invoice forms created from Purchase Order forms, upon deletion, offer the user two options regarding what to do with the originating Purchase Order form.
Restore -Upon deleting the Invoice form, the originating Purchase Order form will be accessible and editable in the Purchase Order Entry Form selection screen.
Delete - Upon deleting the Invoice form, the Purchase Order form from which the invoice was created will be removed from the system. Since this PO form is no longer associated with a valid purchase document, it will not be available to print on the Purchase Orders report if the option to print 'All Received Purchase Orders' is selected.
Auto Distribution Limit
Invoice forms with 4 decimal places in line item cost fields routinely have a penny difference between the Total Payable and the Total Calculated. This is due to how the vendor rounded their extension totals vs. how FOOD-TRAK rounds the extended prices and totals them for the Calculated total value.
In order to automate invoice adjustment prior to completion the following feature, field and business rules have been implemented:
In Site Administration > General > Site Information > Settings tab > Auto Distribution Limit there is a field where the user may enter a threshold/cap/limit currency value for automatic rounding.
If the Force Distribution check box is checked, users will be able to enter a currency value into the Auto Distribution Limit field (such as .01). This value represents the highest an invoice variance between Total Payable and Total Calculated can be where an automatic adjustment will occur to the GL Account distributions on an invoice.
The business logic/rules will have FOOD-TRAK® allocate this ‘allowable’ variance amount to the GL Account distribution which has the highest dollar amount on an invoice. The assumption being the majority of the invoice total distributes to this GL Account, therefore the penny variance will automatically be included in this GL distribution total as well.
If users prefer not to have the system auto-allocate to the largest GL distribution, they would not enter any value in the Site Information field leaving it as a default of 0.00. This scenario would require manual allocation of that typical penny rounding difference on invoices.