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| Vendor Invoice | DocumentationTable of Contents |
Use the vendor invoice window to enter a vendor bill into Quasar. The vendor invoice updates item on hands and values, payables and ledger accounts.
Use the search feature to find items in large invoices. Just click on the "Search" button on the right and search by item or description.
The invoice number is incremented by Quasar. This may be changed by the user. If the invoice number entered is the same as an existing invoice number then a warning message will be displayed.
A number that references the vendor invoice.
The default status. Set to "Posted" to post the transaction to the general ledger.
Set to "Suspended" if the vendor invoice is not yet posted to the general ledger. You can suspend an incomplete invoice and work with it at a later date, posting it when you are finished.
The vendor invoice is voided or inactive.
The date for the vendor invoice. The date determines the accounting period in which the vendor invoice will be posted.
The time that the vendor invoice is created.
Select or change the default store. If a store has been defined for the user, then the user's store will display by default. If no store has been defined for the user, then the default store specified in the "Quasar Configuration" will be displayed.
The station (work station) on which the vendor invoice is created.
The employee creating the vendor invoice.
Select or enter the vendor for the vendor invoice.
Enter the payment terms for this vendor. An existing set of terms may be used or a new set of terms may be defined. Payment terms entered in the vendor master screen or purchase order will appear here by default. (More)
Enter the vendor's invoice date as displayed on the hard copy of their invoice.
Enter the items, quantity and cost of the items on the vendor invoice. Note, the items can be imported from the purchase order by clicking on the "Orders" button.
The item number of the item invoiced.
If the item is serial number tracked Quasar will prompt you to add the serial number and data for each item purchased.
The item number of the serial tracked product.
The description of the serial tracked product
The department of the serial tracked product
The subdepartment of the serial tracked product
If multiple items were purchased Quasar shows which item is beig processed
Add the serial number for each item.
For items like gift cards where you probably have a large quantity with a sequence of numbers you can generate the serial numbers.
If extra info is required such as the item color click on the "Extra Info" tab.
The serial number of each item.
Select the extra data. Note - In this example, color was extra data defined.
The description of the item invoiced.
The size of the item invoiced.
The quantity of units (size) invoiced.
The vendor cost for the item being invoiced.
The extended cost of the line.
The tax code defining the taxes that are applicable.
The totals folder displays the various totals for the vendor invoice.
The sub-total of all items prior to charges, taxes and container deposits.
The total of all internal charges applied to all items. An internal charge is a charge that is included on the vendor invoice. For example, A franchiser may charge a franchise a service charge.
The quantity of units invoiced.
The total of all taxes on the invoice.
The total of all container deposits applicable on the invoice.
The total amount of environmental levies on the invoice.
The total of all items, taxes, charges and container deposits on the invoice.
The amount paid to the vendor on this vendor invoice.
The balance due the vendor. (total amount minus paid)
Enter comments that are specific to the invoice.
Displays the individual taxes and tax totals applicable to the invoice.
The identification of the tax.
The name of the tax.
The net base amount that a given tax is charged to.
The amount of tax allocated to the "Taxable" amount.
The net base taxable amount including the amount of the tax. (for items with taxes included in the price)
The net amount of tax calculated from the "Inc. Taxable" amount.
Use the charges folder to define internal and external charges that will affect the invoice.
Use the internal charges table to define internal charges affecting the order. Internal charges will be included on the vendor invoice and added to payables. An example of an internal charge is where a franchiser bills a franchise a service fee.
Enter or select the internal charge to apply.
The amount of the internal charge on the order. This may be calculated or entered.
Displays the tax code applicable to the charge.
Use the external charge table to define charges that will increase the landed cost of the item. External charges will not print on the hard copy of the invoice nor will they impact vendor payables. The purpose of defining external charges on an invoice is to provide the ability to calculate the landed cost of each item. An example of an external charge is freight from a third party carrier.
An external charge that allocates back to items will in fact increase the inventory value of each item and increases the inventory ledger account. The offsetting entry is made to the accrual account specified in the charges master.
Enter or select the external charge to apply.
The amount of the external charge. This may be calculated or entered.
Displays the tax code applicable to the charge.
The item info folder displays specific information on the line where your cursor resides in the item entry table.
- Displays if the item was originally received on consignment.
- Displays if the item was purchase from consignment for stock.
- Toggle on or off. Toggle on if the cost of the item includes tax.
- Toggle on or off. Toggle on if the cost of the item includes the container deposit.
- Displays the total amount of the container deposit for the item.
Displays the total levy for the item line.
Displays the total quantity of items ordered on the purchase order(s)
Displays the total vendor cost for the item.
Displays the total amount of internal charges allocated to the item.
Displays the total amount of the external charge allocated to the item.
- Click on the edit serials button to view or edit the serial number information for the line.
Use the orders folder to view the purchase orders that make up the items on the invoice and to import the items from a purchase order. This saves having to enter items manually.
The purchase order number for the items displayed in the vendor table.
The reference for the order displayed in the vendor invoice table.
The date for the order displayed in the vendor invoice table.
The total amount for the order displayed in the vendor invoice table.
Click on the "Add" button to add the contents of a purchase order to the invoice.
Select or enter the order to import.
Toggle on or off. Toggle on to import items and charges from the order.
Toggle on or off. Toggle on to import the item quantity from the order.
Click on the "Remove" button to remove the contents of an order from the vendor nvoice.
Click on the payments folder to view payments, credits or claims that are allocated against the vendor invoice. You can allocate credit transactions to the vendor invoice from this folder. In addition, if you wish to return all the goods to a vendor via a vendor claim you can click on the vendor claim button to create a vendor claim.
If there are no transactions allocated towards the payment of the invoice the body of the window will be blank. If there is a claim or payment allocated to the invoice the details will be dispayed in the body of the window. You can allocate claims, credits and payments to the vendor invoice by clicking on the allocate button.
Click on the "Item Search" button to search for items in large orders. You can search by item or by description.
Click on the "Sales History" button to display the sales history for the item in the line where your cursor resides. As you move from one item to another the sales history will refresh and display the history for the current item.
Click on the "Price Batch" button to create a price batch for the items on the vendor invoice using the landed cost from the vendor invoice.
Click on on the "make Labels" button to generate shelf labels from a vendor invoice.
Click on the "view serials" button to view the serial items on the vendor invoice.
Click on the "update cost" button to update the costs in the item master to match the new cost entered on the vendor invoice. The "cost update item selection" window will be displayed.
Select the items to update the cost and click on OK.
- Select the "Save" icon to save the changes
to the vendor invoice record.
- Select the "Undo" icon to remove any
unsaved changes and display the original vendor invoice record.
- Select the "New" icon to create a new
vendor invoice. If the open vendor invoice record has not yet been saved, you
will be prompted to save it.
- Select the "Delete" icon to delete the
vendor invoice record.
- Select the "Copy" icon to copy the
contents of the vendor invoice record to an alternate vendor invoice record.
- Select the "Print" icon to print the
contents of the vendor invoice record to a hard copy.
- Select the "OK" icon to file the record.
- Select the "Cancel" icon to cancel the
changes to the record.