On the PURCHASES screen in the INVENTORY module you will find the record of purchases made from your suppliers. Select the purchase you want to manage and look at the tabs below the purchase reference: SHIPPING CARDS and INVOICES.
In the list of delivery notes you can modify which columns to display, and you will have at a glance the information of the delivery note, even if there is a document attached to it.
On the packing slip page, you will be able to see the list of packing slips related to the purchase as well as generate a new packing slip. Clicking on it will open a new screen with the following fields pre-filled or to be filled in:
- Status: Status of the delivery note (draft, received)
- Serial number: Serial number of the autogenerated delivery note, it can be configured as discussed above from Default serial number configuration.
- Source code: Supplier code for this same delivery note.
- Shipment date: Date of shipment by the supplier. It can be used at the moment the supplier confirms the shipment, so you can control the day of departure in the calendar.
- Expected date: Expected date of receipt. It can be used at the moment the supplier confirms the shipment, so you can control the arrival day in the calendar.
- Created by: User who created the packing slip.
Received by: User confirming receipt of stock.
Figure 1: Create packing slip
Now is the time to confirm what you are receiving, it can happen in many cases that you do not receive what you ordered at the beginning, and it can also happen that you have already received something in previous delivery notes. To control this, just in the box of each variant, you will see two little boxes that indicate what you order and what you have already received. Once you have entered all the stock that has arrived you will click on the CONFIRM button.
As extra options, you can print the delivery note (with or without economic valuation), you can initiate a transfer if you want to send it all to another warehouse, and you can upload the file or photo of the supplier's delivery note at the bottom left of the page.
Image 2: Confirm stock receipt.
At the bottom you can see a SUMMARY of the purchase cost and upload the file containing the packing slip or other related document. Once you have confirmed that the packing slip and purchase order are correct you can create or link an INVOICE to the packing slip. To do this you must go to the bottom of the page and select one of these two options:
- New invoice: Create from this step an invoice related to this purchase order.
- Relate invoice: You can select a previously created invoice and relate it to this purchase delivery note. In addition, from here, you can edit, unlink and delete the related invoice from the delivery note if necessary.
Image 3: Summary of payments, attach files and list of invoices.
If you want to create it from this step click on new invoice and to edit it click on view invoice.
You will then find yourself on the invoice page with the following fields:
- Contact: Name of supplier.
- Invoicing address: Address linked to purchase invoicing
- Invoicing date: Invoicing date
- Due date: Payment deadline
- Fiscal addresses: Fiscal address of the company (which may be different from the billing address).
- Serial number: Invoice serial number
Invoice concept: Free field to specify details of the invoice.
Figure 4: Purchase invoice details supplier
In the LINES section you can fill in free fields and refer to items on the invoice that do not belong to the purchase order itself, such as transportation.
Next you will see the delivery notes related to the invoice and the purchase detail. If you have not done it previously, you can relate a delivery note to this invoice. Selecting ADD DELIVERY SHIPPING will open a pop up where you can select the delivery note or delivery notes that correspond to the invoice.
You will then see a summary of the INVOICE COST with the cost of the stock, the VAT imposed on it and the total purchase. You can also record interesting information such as the method of payment of the invoice, possible discounts, notes and the option to exclude taxes or mark the equivalence surcharge.
Figure 5: Purchase invoice details supplier