Enter a Supplier's Bill/Invoice
When the goods are delivered by the supplier, you can easily turn the Purchase Order into a Supplier's Bill/Invoice. The following outlines the basic steps to do this.
1 - Open the Purchase Order by clicking the the "Order No." in the "Purchases" tab on the Job
2 - Click "Copy to Bill" button at the bottom left of the Purchase Order screen
3 - Confirm the option "Mark purchase order as billed" and click "OK"
4 - The Purchase Order Lines are copied automatically to a New Bill. Enter the Invoice No & Job No at the end of it as shown below
5 - Confirm the quantities received and the item unit prices
6 - Click "Approve" to approve the Supplier's Bill/Invoice and lock it for editing. NOTE: The approval step can be held back if the goods have been delivered without the physical invoice from the supplier. When the invoice is received at a later stage, the approval process can be performed then. The Bill will remain in Draft mode until approved.
7 - If the Bill has been approved, click on "Options"
8 - Click "Send to Accounting System" to send the Bill to your accounting system
Copy Materials Purchased to the Job
9 - Click the Job number to return to the Job
10 - Click on the Materials tab
11 - Click Copy Materials from Bill
12 - Select the Bill to Copy from the drop down list
13 - Confirm the Markup % to apply to Miscellaneous Cost lines Unit Prices
14 - Click "OK"
NOTE: Notice how the Miscellaneous Cost line selling price has automatically calculated based on the Markup % specified in the previous screen.
15 - Click "Save" to complete the process and save the changes to the Job.