Line Items must first be added under the Items section of a Purchase Order in order to receive.

 

 Each line item should have the following information: 

• Quantity Requested
• Unit Cost
• Total Unit Cost: Quantity Requested * Unit Cost
• Tax Code: Specifies the Tax Rate
• Tax Charge: Total Unit Cost * Tax Rate on the Tax Code
• Total Cost: Total Unit Cost + Tax Charge

 

The Shipping Tax Code can be added in the corresponding PO Field after you have added your line items.

To receive the PO Line Items use Action> Receive and enter in the appropriate Receive Qty. 

 

After receiving the line items, the following information should be present on the PO:

• Subtotal = Adds up the Total Unit Cost of Each Line Item
• Tax = Adds Up the Tax Charge on Each Line Item

 

 

Invoicing:

Once the line items have been received the PO can be invoiced. To Invoice use Action> Invoice.

Once the Invoice action has been selected the following fields can be filled in:

• Invoice Amount: Quantity Received * Unit Cost
  
  • An individual invoice amount will be calculated for each line item
• Invoice Date: The Date that the PO is being invoiced.
• Shipping: Total Shipping Cost across all line items
  
  • Keep in mind, taxes on shipping will not be applied until after invoicing
• Taxes: Total Taxes Charged across all Line Items
  
  • This should match the amount in the Tax Field. 

 

After you have invoiced the PO, the following information should be updated:

• Shipping: Shipping amount on invoice * Tax Rate included on the Shipping Tax Code
  
  • This will update automatically to include the tax rate after invoicing.
• Total: Shipping + Tax + Subtotal
  
  • This will now include the updated amount on the Shipping field
• Invoiced Total: Total Invoice Amount across each line item + shipping field + tax field
  
  • This should match the Total field directly above. 

 

Use the Auto Invoice setting to have Invoice information populate automatically. This setting can be changed by an Admin using the following steps:

1. Select Administration.
2. Select Settings.
3. Select Purchasing.
4. Under the General Section find Purchase Order Invoicing.
5. Set "Auto Invoice?" to Yes
6. Select Save.