You can create a purchase order invoice based on the packing slip line items that have been received to date, even if all the items for a particular purchase order have not yet been received. You might do this, for example, if your vendor sends one invoice per month that covers all of the deliveries that they ship during that month. Each packing slip represents a partial or complete delivery of the items on the purchase order.

When you post the invoice, the quantity for each item is updated with the total of the received quantities from the selected packing slips. If both the quantity and the quantity for all items on the purchase order are zero, the status of the purchase order changes to . If the Invoice quantity is not zero, the status of the purchase order is unchanged and additional invoices can be entered for it.

From the Purchase order form

This procedure assumes that at least one packing slip has been posted for the purchase order. The purchase order invoice is based on these packing slips and reflects the quantities from them. The financial information for the invoice is based on the information that is entered when you post the invoice.

  1. Click > Common Forms> .

  2. Select one or more purchase orders that have had packing slips posted for them.

  3. Click > .

  4. In the field, select .

  5. Select the check box.

  6. Make selections in the field group as needed.

  7. On the tab of the lower pane, select an invoice line and look at the field. If an asterisk (*) is shown, multiple packing slips have been posted for this purchase order.

  8. Click .

  9. In the form, review the list of packing slips in the upper pane tab. By default, all posted packing slips for the purchase order are included on the invoice. If the invoice you received from your vendor does not include some packing slips, clear the check box for those packing slips.

  10. Click OKto close the form.

  11. In the field on the tab in the form, enter the identifier of the invoice that you received from your vendor.

  12. Click the tab and verify that the values in the and invoice fields are correct.

  13. Repeat steps 7 through 12 for additional purchase orders, if necessary.

  14. Click OK. The purchase order invoices are posted and printed.

  15. In the form, you can view the status of the purchase orders on the upper tab. (Click to view the upper pane grid, if necessary.) In the lower tab, select a line and click the tab to view quantity information.

From the Invoice purchase update periodic job

This procedure assumes that at least one packing slip has been posted for the purchase orders that are invoiced using the periodic job. The financial information for the invoices is based on the information that is entered when you enter and post the invoices.

  1. Click > > > .

  2. In the field, select .

  3. Click and modify the query in the form, if necessary. For example, you might select a range of dates for the field.

  4. Click OKto close the form.

  5. In the form, select the check box.

  6. Make selections in the field group as needed.

  7. Click .

  8. In the form, review the list of packing slips on the upper pane tab. By default, all posted packing slips for the purchase orders are included on the invoices. If the invoices should not include some packing slips, clear the check box for those packing slips.

  9. Click OKto close the form.

  10. On the tab, you can select an invoice and click the tab to view the packing slip information for each invoice.

  11. Click OK. The purchase order invoices are posted and printed.

From the invoice approval journal

This procedure assumes that at least one packing slip has been posted for the purchase order and that an invoice for the purchase order has been posted in an invoice register. The financial information for the invoice comes from the invoice that was posted in the register.

  1. Click > > > .

  2. Create a journal and click .

  3. Click . In the form, select a voucher in the list and click .

  4. Click OKto close the form.

  5. On the tab, enter an account.

  6. Click the tab and verify that the sales tax and currency information is correct.

  7. Click > .

  8. Modify the query in the form, if necessary, and click OK. The form is displayed.

  9. In the field, select .

  10. Click .

  11. In the form, clear the check box for the packing slip lines that you do not want to include in this invoice.

  12. Click OK. The total invoice amount on the invoice that is calculated based on the packing slip is compared to the total invoice amount on the registered invoice. If they are equal, the purchase order invoices are posted and printed.

See Also