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Simple Invoice Entry using an example
Simple Invoice Entry using an example
This document outlines the process for a warehouse administrator to enter an invoice upon receiving the bale(s).
Initial Invoice Entry
Initial Invoice Entry
When we receive the bale(s), we create an initial invoice entry with some preliminary information. To do this, follow these steps:
Go to Inventory -> Invoice -> Click ‘Add’. This will take you to a new Invoice entry screen.
In the Invoice Entry screen, set the following fields correctly. Any fields that are not mentioned below can be left blank or set to their default value.
Purchaser: Choose the right purchaser from the drop-down menu. If you don't have that information, select "TO BE DETERMINED".
Vendor: Select the right vendor from the drop-down menu. If it's not listed, create a new one by going to ‘Configuration -> Vendor -> Add’.
Agent: Select the right agent from the drop-down menu or create a new one by going to ‘Configuration -> Agent -> Add’.
Invoice No & Invoice Date: Enter the same Invoice number mentioned on the vendor’s invoice, and the same with the Invoice Date.
Delv Branch: Set this to where the stock is being delivered and the entry is being made.
Department & Category: Set Department to INVOICE ENTRY and Category to INVOICE ENTRY PRODUCTS.
Qty: Set it to ‘1’ and ‘Pages’ as appropriate. Set Tax Value & invoice value based on Vendor invoice.
When entering product information, group 5% GST products, 12% GST products and 18% GST products separately.
Make one product entry with 5% INVOICE ENTRY PRODUCT for all the 5% GST products. Set Rcv Qty to ‘1’ and set the Cost price to the total cost price value of ALL the 5% GST value products.
Repeat the above step for all the 12% GST products, but with product 12% INVOICE ENTRY PRODUCT.
Repeat the above step for all the 18% GST products, but with product 18% INVOICE ENTRY PRODUCT.
The Total Amount & Total Tax should match with the actual Invoice copy you receive with the goods. This will be cross-checked with accounts.
Upload Documents
Upload the Invoice Copy as a JPG or PNG file. For Doc Name, set value(s) ‘Inv Pg 1’, ‘Inv pg 2’, etc.
Click on the 'blue person' icon, select the Invoice copy file from your computer & click the green tick box.
Invoice Update/Entry
Invoice Update/Entry
Important Note: Please ensure the Invoice amount always matches what is on the Invoice copy. This will be cross checked against accounts.
After opening the bale(s) and accurately identifying the products (including Product Name, Sub-group, Group and values of different Attributes) and their prices (which have been decided by the higher management), follow the steps outlined below.
Retrieve the VenX invoice based on the information written on the Invoice copy and/or the bale(s).
For each product/line entry, update the Department and Category based on the product. You may also need to change the HSN code based on the product you have selected. Refer to the 'Product List' screen in a separate tab to check the HSN number.
Update the Cost Price and Received Quantity as appropriate.
Repeat steps 2 and 3 for each product. Please note that you can set different Department and Category for each product/line entry. Also, you may have multiple product/line entries for the same product if you have different Cost Price, Attribute Values, etc.
If you still have stock that needs to be sorted or priced, maintain the original invoice value by entering the remaining part of the original invoice amount into either 5% INVOICE ENTRY PRODUCT, 12% INVOICE ENTRY PRODUCT or 18% INVOICE ENTRY PRODUCT as appropriate.
Make sure that you have the necessary product/line entries to match the original invoice amount and save/update the invoice.
Proceed to the Stock Entry to set MRP and barcoding.
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