CONTENTS
Entering an Order For Location
Selecting an Invoice To location
Entering Boxes/ Units Invoiced
Updating the Supplier List Price
Entering Boxes/ Units Received
Goods Received List & Goods Invoiced List
Manually Completing A Pro-Forma
Feature Management
Retailers can control which of their locations have the Purchase Orders v2 module activated. All retailers who wish to have this module activated in at least one location, must have the feature@POP_Order_v2 Licence Feature.
By default, for those customers with the Licence Feature, the module will be active at all locations.
For those retailers who wish to de-activate specific locations,
- select the Admin menu.
- Scroll down to the Locations section and select Location Management.
- Click Edit on the Location that you wish to deactivate.
One of the options located towards the top of the Edit Location page is labelled Activate POP Service.
By default, this will be ticked if the module is active at that Location.
- Untick this box to deactivate.
- Save the changes.
Once disabled, users at that Location will not be able to see the Purchase Order Processing v2 module within the POP menu.
User Permissions
The User Permissions that control access to and within Purchase Orders v2 are as follows:
- POP Service:
Controls access to the Purchase Orders v2 module.
- POP Service – Invoice:
Access: Controls access to view Invoices within a PO.
Allow New Invoice Line: Controls access to add new item lines to Invoices.
Complete Invoice: Controls access to complete Invoices.
New: Controls access to create Invoices.
Update: Controls access to edit Invoices.
- POP Service – Pro-Forma:
Controls access to create a new a Pro-Forma.
- POP Service – Purchase Order:
Access: Controls access to view a PO.
Cancel: Controls access to cancel a PO.
Complete: Controls access to complete a PO.
Edit PO Costs: Controls access to edit the costs within a PO.
Final: Controls access to finalise a PO.
Import: Controls access to import a PO.
New: Controls access to create a PO.
Update: Controls access to edit a PO.
Update Final: Controls access to re-edit a finalised PO.
- POP Receipt:
Access: Controls access to view Delivery Notes.
Allow New Receipt Line: Controls access to add new item lines to Delivery Notes.
Book In: Controls access to book in Delivery Notes.
New: Controls access to create Delivery Notes.
Update: Controls access to Edit Delivery Notes
Accessing Purchase Orders v2
To access the new Purchase Orders Processing module, you firstly need to log into the back office.
From within the back office,
- Click on the POP menu
Within the Purchase Order Processing v2 section of the page,
- select Purchase Orders v2
The Purchase Orders v2 page will open.
Creating a Pro-Forma
The new Purchase Orders v2 module is not linked to the existing RetailStore POP Orders. If you have not previously created a Pro-Forma using the new module, then a message will display indicating that no items have yet been added.
To create your first Pro-Forma,
- click on CREATE PRO-FORMA
Alternatively, if you already have one or more Pro-Formas in the Purchase Order List but wish to create another,
click on the icon found on the top righthand side of the page
▪ Select Create New Pro-Forma
The following page will be displayed where you are required to complete the mandatory fields.
Note: Each field that is mandatory will contain an asterisks*. This means that you cannot save the form until data is entered into each of these fields.
Selecting a Supplier
To select a Supplier;
▪ click into the Supplier field
A list of active Suppliers set within the back office of RetailStore are automatically displayed in alphabetical order.
- Click on the required Supplier from the list.
Or alternatively,
- start typing the name of the Supplier, and an autocomplete function will narrow down the list, depending on the characters entered.
Any Suppliers that are marked as ‘in-active’ will not appear and therefore cannot be selected.
- Click on the required Supplier from the list.
Entering an Order For Location
Next, you will see an Order For* field.
The new POP module works on a 1:1 relationship between ‘Order For’ Location and ‘Deliver to’ Location. Basically, meaning that you can only order for one location at a time. The Order For* field allows you to choose who the order is for. This is also the ‘Deliver To’ address for the order.
For customers that use Location Groups, users are unable to create Pro-Formas for a location to which they are not assigned, and therefore will only see the required locations in the drop-down list.
By default, the Order For* location will display the users assigned location.
To change this;
- click into the Order For* field and delete the location displayed.
A list of alphabetically ordered active locations will automatically display.
- Click on the correct location from the list.
Or alternatively,
- start typing the name of the location and an autocomplete function will narrow down the list, depending on the characters entered.
Note: any locations that are marked as ‘in-active’ will not display and therefore cannot be selected. However, if a Location is marked as ‘in-active’ after the point of a Pro-Forma creation, you will be able to continue to proceed with the rest of the Pro-Forma.
Click on the required location from the list.
Selecting an Invoice To location
The Invoice To* field allows you to choose a location that you require the invoice sending to.
Again, for customers who use Location Groups, users will only be able to see the locations to which they are assigned.
By default, the Invoice To* location will display the users assigned location.
To change this;
▪ click into the Invoice To* field and delete the location displayed.
A list of alphabetically ordered active locations will automatically display.
- Click on the correct location from the list.
Or alternatively,
- start typing the name of the location and an autocomplete function will narrow down the list, depending on the characters entered.
Note: any locations that are marked as ‘in-active’ will not display and therefore cannot be selected. However, if a Location is marked as ‘in-active’ after the point of a Pro-Forma creation, you will be able to continue to proceed with the rest of the Pro-Forma.
Entering a Default Discount
The Default Discount field is not mandatory. However, if a discount has been agreed with the Supplier, then it can be entered here. By entering a default discount here at this stage, the system will auto apply the discount % rate to every item line that is added to the order. Individual items lines can be amended within the Pro-Forma. This field allows up to 2 decimal numbers, and by default is set to 0.00%
- Click into the Default Discount field
- Type in the percentage of discount.
Example: to enter 20% discount, type in either 20.
Auto Adding Items
Next, is the Auto Add Items toggle. Selecting this toggle auto adds items where the supplier is the primary supplier for that item. One of the main benefits to using this feature is that time is saved as the item lines don’t have to be individually added.
Note: on-demand kits are not included when items are auto added to the Pro-Forma, and the items that make up the kits must be ordered individually.
To automatically add items to the order,
- click on the Auto Add Items toggle at the bottom of the page.
By default, this toggle will be switched off and therefore appear grey in colour. Once selected, it will display green.
Note: for the purpose of this User Manual we are not going to Auto Add Items to the Pro-Forma.
- Click Save to create.
Creating an Invoice
You have now created a Pro-Forma and are now ready to create an Invoice, where you will add each of your item lines. The Invoice page will currently appear blank.
To add an Invoice,
click on the Actions icon at the top righthand side of the page.
- Select Create new invoice.
The Create New Invoice page has opened.
Note: Creating an Invoice is controlled User Permissions.
Create New Invoice Page
At the top of the page you will notice the Title of the page, followed by PO Ref & Order Status. To the left-hand side is the icon, and when hovered over displays the PO Supplier name.
If you wish to go back a step at any point whist on the Create New Invoice page, select the back arrow, or the Home
icon to return to the Purchase Order List.
The mandatory fields on the Create New Invoice page are displayed with a * asterisks next to them.
Invoice No*
- Enter the Invoice Number displayed on your Invoice into the Invoice No field.
Note: this field is alphanumeric & the same Invoice Number cannot be added more than once on the same Pro-Forma.
Invoice Date*
Next, is the Invoice Date*.
To enter an Invoice Date* into the Invoice Date field,
- click on the calendar
icon displayed on the right-hand side of the field.
An electronic calendar will appear, displaying the calendar month, and highlighting today’s date.
1. Using the MONTH/YEAR drop down
To search for a date this way;
- Click on the MONTH/YEAR drop down button
- Click on a Year to select it.
Note: All future dates will be greyed out as you cannot be invoiced on a date that has not yet occurred.
- Now, click on a Month to select it
2. By using the arrow buttons
To search for a date this way;
- Click on the left arrow to move back a month
- Click on the right arrow to go ahead a month
Note: remember, you cannot go to a date ahead of today’s. ▪ Click on the required date.
- Click on the required date.
The date is displayed within the field.
Payment Date*
Next, is the Payment Date, the payment that the Invoice is paid. This field is non-mandatory and can be ignored if necessary.
To enter a date into the Payment Date field,
- click on the calendar
icon displayed on the right-hand side of the fiel
An electronic calendar will appear, displaying the calendar month, and highlighting today’s date.
There are two ways to search for a specific date.
3. Using the MONTH/YEAR drop down
To search for a date this way;
- Click on the MONTH/YEAR drop down button
- Click on a Year to select it.
- Now, click on a Month to select it
4. By using the arrow buttons
To search for a date this way;
- Click on the left arrow to move back a month
- Click on the right arrow to go ahead a month.
Note: remember, you cannot go to a date ahead of today’s. ▪ Click on the required date.
- The date is displayed within the field.
Subtotal*
▪ Next, enter a Subtotal*
The Subtotal is the amount on the invoice, minus tax and any shipping. It is recommended that you enter in the format ‘£00.00’
Invoice Tax
If there is an invoice tax on the Pro-Forma,
▪ Please enter it into the Invoice Tax field.
Note: this field is not mandatory.
Carriage Cost
If there is a Carriage Cost on the Pro-Forma,
▪ Enter it into the Carriage Cost field.
Note: this field is not mandatory.
Supplier*
The final field on this page is the Supplier* field. The default option should be the Supplier chosen when creating the ProForma. This field is mandatory and therefore must contain the name of the Supplier before the page can be saved. By default, the Supplier name for the Pro-Forma is displayed.
▪ Only change this option if it’s incorrect.
Create From Options
Displayed at the bottom of the page are 3 options;
- Create Blank
- Create From PO – ignore as this is for Purchase Orders only.
- Create From Receipt
All three options relate to the ‘Boxes/ Units Invoiced’ quantities on the Invoice that you are creating. However, because this is the initial Invoice on a Pro-Forma, it is advised to keep the default option of ‘Create Blank’, which will default all the ‘Boxes/ Units Invoiced’ quantities to ‘0’ as each item line is added to the order.
To save the changes made to the page,
▪ click Save.
Goods Invoiced Item List Page
The Invoice Item List page is displayed.
At the top of the page, the PO Ref is displayed, followed by the Order Status. Located to the left-hand side is the Information icon that displays the PO Supplier, the Invoice Supplier and the Invoice Number when hovered over.
If you wish to go back a step at any point whilst on the Goods Invoiced Item List page, select the Back arrow, or the Home
icon to return to the Purchase Order List. Changes made on the page will automatically save.
If you wish to edit the Goods Invoiced Header to amend any data entered when initially creating the invoice,
- click back on the
Action icon displayed at the top right-hand side of the page.
- Select Edit Invoice Header.
- Make necessary changes and click Save.
Invoice Summary
The Invoice Summary is made up of 7 values; Invoice Subtotal, Calculated Subtotal, Difference, Total Invoice Value, Total Number of lines, Carriage, & Invoice Tax.
All 7 values will automatically recalculate when values are entered into each invoice item line field, or additional item lines are added, updated or removed from the invoice.
- Invoice Subtotal – Displays what is entered at Invoice header stage.
- Calculated Subtotal – The total of the ‘Total Cost’ column added up for all item lines and rounded up to 2 decimal places.
- Difference – Invoice Subtotal minus Calculated Subtotal
- Total Invoice Value – Calculated Subtotal + Tax + Shipping
- Total Number of Lines – The sum of the number of Invoice Lines added to the invoice.
- Carriage – The carriage value previously entered.
- Invoice Tax – The tax value previously entered.
Invoice Columns
The Goods Invoiced Item List view allows users to decide exactly what data is visible on screen and gives the functionality to hide the data that does not apply. The page contains a list view with customisable Column Headers. Any changes made to the visibility of these headers, are auto-saved, and will remain hidden/displayed for all Pro-Formas within Purchase Orders v2.
There are 3 types of column headers;
- Columns that are automatically displayed & users cannot hide.
- Columns that are automatically displayed but users are able to hide.
- Columns that are automatically hidden but users are able to display.
There are 11 auto displayed column headers. These are a mixture of both columns that can and cannot be hidden.
The below table explains what each of these Column Headers represent:
| Select all |
Click on this box to select it. Once selected, it automatically selects all item lines. This column is locked down and cannot be hidden. |
| Item Ref |
Displays the Item Ref for that item. This column is locked down and cannot be hidden. |
| Name |
Displays the item name. This column is locked down and cannot be hidden. |
| Net Unit Cost |
Displays the Unit cost of that item imported from the cost against the order item line. Allows up to 5 decimal places. This column can be hidden. |
| Net Box Cost |
Displays the Box cost of that item imported from the cost against the order item line. Allows up to 5 decimal places. This column can be hidden. |
| Box Qty |
Number of items in each box. This column can be hidden. |
| Total Cost |
Displays the total cost of that item line. This column can be edited - please see the Amending the Total Cost section for more information. This column is locked down and cannot be hidden. |
| Boxes Ordered |
The number of boxes ordered. Note: on a Pro-Forma this value will always be set as 0. This column can be hidden. |
| Units Ordered |
The number of units ordered. Note: on a Pro-Forma this value will always be set as 0. This column can be hidden. |
| Boxes Invoiced |
The number of boxes for that item that you have been invoiced for. This column can be hidden. |
| Units Invoiced |
The number of units for that item that you have been invoiced for. This column can be hidden. |
To hide/ display columns from the Invoice Items page,
- click on the Select Columns icon
A menu will appear containing 22 options, some of which are auto displayed columns and others being additional columns. The auto displayed options (the ones that are currently displayed on the Invoice Item List) will be selected and displayed with a green tick.
The table below explains what each of the additional 15 columns represent:
| Primary Barcode | Displays the Primary Barcode number of the item. |
| Man Ref | Displays the Manufactures Reference number. |
| Discount % | The percentage of discount imported from the PO item line. |
| VAT rate % | Displays the % rate of VAT applied to that item line. |
| Units Received to Date | Number of units received on all Delivery Notes for that Pro-Forma. |
| Boxes Received to Date | Number of boxes received on all Delivery Notes for that Pro-Forma. |
| Units Invoiced to Date | Number of units invoiced on all invoices for that Pro-Forma. |
| Boxes Invoiced to Date | Number of boxes invoiced on all invoices for that Pro-Forma. |
| Current Unit Cost | The cost of the unit within Product Option. If the cost against the Product Option is updated at any point, this field will always show the current Unit cost regardless of the Invoice status. |
| Current Box Cost | The cost of the box within Product Option. |
| Last Invoice Cost | The cost on the last invoice that has been previously entered for that item against any Pro-Forma. |
| Current Invoice Variance | % discount between the price (unit/box) on the invoice, & the current unit/box cost. |
| Last Invoice Variance | The difference between the cost of the last invoice minus the cost of this invoice. |
| Store Price | The store price of that item, as set in RetailStore/CharityStore. |
| Margin % | Percentage profit made on the item. |
▪ Select/ unselect which columns you wish to display.
Adding items to the Invoice
To add an item line to the Invoice;
- click on Add items(s)
- Begin searching for an item by typing either the Name of the item, the Item Ref, the Primary Barcode, the Manufacturer Ref., Description or Style of the item.
The list of results containing the characters entered will be displayed automatically. Depending on the search criteria entered, this will be a maximum of 10 results. The more characters entered, narrows the results down further.
Note: Discontinued items are not included when items are added to the Pro-Forma, along with on-demand kits. Instead, the items that make up the kits must be ordered individually.
- Click on the correct item to select it.
Notice that the item line has added to the order:
- Continue to add all necessary items.
Entering Boxes/ Units Invoiced
The two of the five editable fields on each order line are Boxes Invoiced and Units Invoiced.
To enter the values,
- complete either one of these fields for each Invoice line.
Note: once one of the fields are updated, the other will recalculate.
When creating the Invoice, if you chose to Create from Receipt, Invoice quantity fields will auto-populate with the quantities Received. Please note: as the Pro-Forma process is to create the Invoice before creating the Delivery Note, selecting this option will have no impact on the default Invoiced values.
Next to both the Boxes Invoiced & Units Invoiced fields, an arrow may appear, depending on the current quantity entered into the field. These arrows indicate if you were invoiced for more than you Received, less than you Received, or match what you Received. Again, please note, as we are creating an Invoice for a Pro-Forma and not for a PO, a Delivery Note is yet to be added, and therefore the arrows will always appear green and point upwards.
If you wish to edit the Invoiced quantities further on in the process, after a Delivery Note has been added, the arrows may change depending on their value.
- More than arrows will appear green and the arrow will point upwards.
- Less than arrow will appear red and the arrow will point downwards.
- No arrow indicates that the quantity that you are invoicing matches the value you received.
Decimal quantities can be entered depending on the setting ‘Sell in whole numbers’ set against the Product Option for that item (found within Admin > Products and Categories of RetailStore/CharityStore). This is a tick box and if selected, items can only be invoiced in whole numbers.
Amending the Cost Price
The Net Unit Cost & Net Box Cost can be amended for each item line added to the Invoice. Like amending the Boxes and Units Invoiced, only one field needs to be amended, as the other will recalculate. Both Cost fields allow a value of up to 5 decimal places and amending them will display the arrows that indicate if the value is over or under the original value.
Amending the costs in this way impacts this Invoice only and does not replicate through to the Product Option. If you wish to replicate the amended cost through to the Product Option, please refer to the Updating the Supplier List Price section below.
Updating the Supplier List Price
When amending the Net Unit Cost and Net Box Cost on an invoice, it is possible to pull that cost through to the ‘List Price’ set against the Supplier within the Product Option. There are two ways to do this. The first way;
- select the relevant item line(s).
- Amend either the Net Unit Cost or Net Box Cost against the item line(s).
- Select the Action button located towards the top righthand corner of the page.
Note: there are 2 Action buttons. In this scenario, select the bottom one.
The option Update Supplier List Price will appear
- Select this.
A message prompt will appear on the page advising on how many item lines the change(s) will be applied to and asking if you wish to continue.
▪ Select OK to confirm.
Within the Product Option (Admin > Products and Categories), the List Price set against that Supplier has been updated. The ‘Margin’ & ‘Mark-up’ fields auto-adjust based on the selling price for that item(s).
Note: if the Invoice Cost is more than 2 decimal places, the system will round up/ down accordingly.
There is also a second way in which you can bulk update the Supplier List Price. For more information on how to do this, please refer to the Completing an Invoice section of the document.
Amending the Total Cost
You will notice that the Total Cost field for each item line is editable. This feature is for US customers only and must only be used after entering a Boxes/ Units Invoiced quantity.
For US customers,
▪ click into the Total Cost field to amend the price.
The Net Unit Cost, & Net Box Cost will now auto calculate.
UK customers – There is no need to edit the any Total Cost values. Please ignore.
Reset Invoice Quantity
If you wish to reset all the Invoice Qty fields back to 0,
- click on the
Action icon displayed at the top righthand side of the page.
- Select Re-Set Invoice Qty
A message box will appear asking if you wish to continue.
- Select OK to re-set all quantities on the order back to 0
All values reset to 0 under the Boxes and Units Invoiced column, for each item line on the invoice.
Filters
The Goods Invoiced Item List view contains filter options so that users can filter the item lines added on the Invoice.
The filter option is located on the top righthand side of the page.
Select the icon to access the Filter menu
The filter menu is displayed down the left-hand side of the page and broken down into 3 sections; Percentage Ranges, Cost Ranges, & Value Ranges.
- Percentage Ranges – filter by either a minimum and/or maximum value for ‘Discount %’.
- Cost Ranges – filter by either a minimum and/or maximum value for ‘Total Cost’ ‘Net Unit Cost’ & ‘Net Box Cost’ by typing in the values.
- Value Ranges – filter by either a minimum and/or maximum value for ‘Box Qty’, ‘Box Invoiced’ & ‘Box Ordered’ by typing in the values or select the toggle ‘Show Differences Only’.
When the Show Differences Only toggle is selected, only item lines where the Invoiced Qty does not equal the Received Qty (containing arrow indicators) will display. Note: because the Pro-Forma process doesn’t have a Purchase Order, this toggle will be of no use to users and therefore can be left untoggled.
Once a filter is applied, the results are auto populated. Multiple filters can be applied at one time to narrow down the results further.
- Close off the filter once finished to access the results.
The applied filters are displayed at the top of the Invoice Item List view.
- Select the X to remove each filter.
Download PDF
To download a PDF copy of your Invoice,
▪ click on the Action option at the top righthand side of the Goods Invoiced Item List.
From the menu, select Download PDF.
Download CSV
It is possible to download a .CSV copy of your Invoice.
To do this,
- select the Action
icon located at the top righthand corner of the page.
- select Download CSV.
You can choose if you wish to Open or Save the file.
Note: in the below example we are choosing to Open the file.
The CSV file will now open in Microsoft Excel. It will display all column headers contained on the Invoice, including those that are hidden.
- Save/ Print the file as standard.
Notes
Notes can be added to each individual Invoice created. This feature is not mandatory but can be useful when referring back to later, or when reviewed internally by another user.
To view or add a note,
- click on the
Action icon displayed at the top righthand side of the page.
- Select Notes
The Notes pane will appear down the righthand side of the Invoice Item List page.
To add a new note,
- click into the notes section and begin typing.
Note: a minimum of 3, and a maximum of 300 characters are allowed in this field.
To save the note,
- select Add Note
The note will appear below, stating the name of the user & the date on which it was added.
Save Barcode Label
Purchase Orders v2 has the functionality to create barcode labels for items within your Invoice that have the Product Label option selected (found within Admin > Products and Categories > Product). The number of labels that are created for each item is dependent on the Units Invoiced value set within the Invoice Item List.
To create your labels this way,
- click on the Action
menu.
From the options displayed,
- select Save Barcode Label.
You should receive a message advising that the Barcode Label File has generated successfully. This has now created a label file within the label printer list.
Save Shelf Labels
Purchase Orders v2 has the functionality to create shelf labels for items within your Invoice, based on their value against the Shelf labels (qty)* field (found within Admin > Products and Categories > Product).
To create your labels this way,
- click on the Action
menu.
From the options displayed,
- select Save Shelf Labels.
You should receive a message advising that the Shelf Label File has generated successfully. This has now created a label file within the label printer list.
Items per page
On the Invoice Item List view, by default 25 item lines will display. However, this can be increased or decreased depending on preference.
If you wish to change this,
- click on the Items per page drop down list located at the bottom of the Invoice Items page. ▪ Then, select either 50 (to display 50 items per page), or 100 (to display 100 items per page).
- Use the left and right arrows to switch between Invoice Item view pages.
Once you are satisfied that all items and their quantities have been correctly added to the Invoice, you are able to manually complete it. Once completed, no further changes can be made to that specific Invoice. If you wish to proceed and complete the Invoice at this point, then please click here to refer to the Complete Invoice section of the User Manual.
Alternatively, if you wish to complete the Invoice at a later stage,
- click on the Goods Invoiced tab to take you back to the Goods Invoiced List.
Note: for the purpose of this User Manual, we are not going to complete the Invoice just yet.
Invoices Page
The Goods Invoiced page lists all Invoices added to the Pro-Forma, along with the ability to add new ones (controlled by User Permissions).
The Goods Invoiced page is set out with a summary, columns and rows.
The Goods Invoiced Page Summary is page up of 5 values which will automatically recalculate as Delivery Notes and Invoices are updated.
- Total Units Ordered – The total number of units ordered for this Purchase Order.
Note: using the Pro-Forma process this value will always be set as ‘0’.
- Total Units Received – The total number of units booked in for all Delivery Notes for this Pro-Forma.
- Total Units Received (Draft) – The total number of units received on all ‘Draft’ Delivery Notes for this ProForma.
- Total Units Invoiced – The total number of units invoiced on a ‘Completed Invoice(s)’ for this Pro-Forma.
- Total Units Invoiced (Draft) – The total number of units invoiced on a ‘Draft’ Invoice(s)’ for this Pro-Forma.
There are 9 auto-displayed and locked down columns on the Invoice List, each containing a Column Header.
The table below lists what they represent:
| Column Header | Description |
| Invoice Reference | Reference number of the Invoice. |
| Created By | Displays the name of the person who created the Invoice. |
| Updated By | Displays the name of the person who last updated the Invoice. |
| Status | Displays the Status of the Invoice. |
| Notes | Displays the number of notes added to the Invoice. |
| Invoice Date | The date entered on the Invoice Header page. |
| Completed At |
The date that the Invoice was completed. Note: this will be left blank on Invoices that are yet to be completed. |
| Updated At | The date that the Invoice was last updated. |
| Created At | The date that the Invoice was added on the system. |
Note: Multiple Invoices can be created for one Pro-Forma.
To access an Invoice,
- click on the Invoice No.
Or;
- click on the Back
arrow or Home
icon to return to the Purchase Order List.
When back on the Purchase Order List view, notice the Pro-Forma now has an Invoice Status:
Because we are yet to complete the Invoice, the Invoice Status is still in a ‘Draft’ state.
Adding a Delivery Note
If you have not yet added any Delivery Notes to your Pro-Forma, the Goods Received list will appear blank. Within the Pro-Forma,
- select the Goods Received tab.
To add a Delivery Note,
- click on the
Actions icon at the top righthand side of the page
- Select Create New Delivery Note.
The Create New Delivery Note page has opened
Create New Delivery Note Page
At the top of the page you will notice the Title of the page, followed by the PO Ref, the Supplier Name & Order Status. On the left-hand side is the Information icon, that displays the PO Supplier when hovered over.
If you wish to go back a step at any point whilst on the Create New Delivery Note page, select the Back arrow to return to the Goods Received page, or the Home
logo that will return you to the Purchase Order List. All fields on this page are mandatory and therefore have an * asterisks next to them.
Delivery Note No*
▪ Enter the Delivery Note Number displayed on your Delivery Note.
Note: This field is alphanumeric and has a maximum of 20 characters. You cannot create two Delivery Notes with the same number on the same Pro-Forma.
Delivery Date*
Next, is the Delivery Date*. This is the date that the delivery was received.
Enter a Delivery Date* by;
clicking on the calendar icon displayed on the right-hand side of the fiel
An electronic calendar will appear, displaying the calendar month, and highlighting today’s date.
There are two ways to search for a specific date.
1. Using the MONTH/YEAR drop down
To search for a date this way;
- click on the MONTH/YEAR drop down button
- Click on a Year to select it.
Note: All future dates will be greyed out. You cannot check a delivery in for a date that has not yet occurred.
- Now, click on a Month to select it.
2. By using the arrow buttons
To search for a date this way;
- click on the left arrow to move back a month
- Click on the right arrow to go ahead a month.
Note: remember, you cannot go to a date ahead of today’s.
- Click on the required date.
The date is displayed within the field.
Supplier*
Next is the Supplier* field.
By default, the Supplier’s name should auto appear.
▪ Only change this if the default Supplier is incorrect.
Create From Options
Displayed on the bottom righthand side of the page are 3 options;
- Create Blank
- Create From PO – please ignore as this is not used for Pro-Formas.
- Create From Invoice
All three options relate to the ‘Boxes/ Units Received’ quantities on the Delivery Note that you are creating.
- Create Blank – This option is selected as default. Selecting this creates a Delivery Note where the Boxes/ Units Received quantity for each item line is blank and must be entered manually.
- Create From PO – Creates a Delivery Note where the Boxes/ Units Received quantity for each item line are populated from the Boxes/ Units quantity on the Order. This can then be manually changed if necessary. Note: because we are creating a Pro-Forma and not a PO, there is no order associated. Therefore, selecting this option has no impact on the ‘Boxes/ Units Invoiced values’ so it is recommended not to be selected.
- Create From Invoice – Creates a Delivery Note where the Boxes/ Units Received quantity for each item line is populated from the Invoice Quantity on the invoice. This can then be manually changed if necessary.
It is recommended to select this option. Once selected, an additional field will appear labelled Invoice*. This is a mandatory field and allows you to choose the Invoice you are populating the quantities from.
- Ensure the required option is chosen.
Note: In this document we are going to ‘Create from Invoice’.
- Select Save.
Goods Received Item List Page
The Goods Received Item List page has opened. This page is where you mark off the quantity of each item received, against the item line Invoiced. Here, you can also add items that were received but were not on the Invoice.
At the top of the page, the PO Ref is displayed, followed by the Order Status. Located to the left-hand side is the Information icon that when hovered over displays the PO Supplier, the Delivery Note No. and the Delivery Supplier.
If you wish to go back a step at any point whilst on the Goods Received Item List page, select the Back arrow, or the Home
icon to return to the Purchase Order List. Changes made on the page will automatically save. If you wish to edit the Goods Received Header to amend any data entered when initially creating the invoice,
- click back on the
Action icon displayed at the top right-hand side of the page.
- Select Edit Delivery Note Header.
- Make necessary changes and click Save.
Goods Received Summary
The Goods Received Summary is made up of 4 totals; Total Boxes Received, Total Units Received, Total Number Of Lines & Goods Received Value.
All 4 totals will automatically recalculate when quantities are entered into each item line, or additional item lines are added, updated or removed from the Delivery Note.
Total Boxes Received – The sum of the boxes received.
Total Units Received- The sum of the units received.
Total Number of Lines – The sum of the number of item lines added to the Delivery Note.
Goods Received Value – The sum of the ‘Total Cost’ column, rounded to 2 decimal places.
Good Received Columns
The Goods Received Item List view allowed users to decide exactly what data is visible on screen and gives the functionality to hide the data that does not apply. It contains customisable Column Headers, and any changes made to the visibility of these headers are auto-saved and will remain hidden/displayed for all Pro-Formas within Purchase Orders v2.
Like the PO Items page, there are 3 types of column headers;
- Columns that are automatically displayed & users cannot hide.
- Columns that are automatically displayed but users are able to hide.
- Columns that are automatically hidden but users are able to display.
There are 8 auto displayed column headers. These are a mixture of both columns that can and cannot be hidden.
The below table explains what each of these Column Headers represent:
| Column Header Name | Function |
|
|
When this box is ticked, all the item lines on the Delivery Note are auto selected. This column is locked down and cannot be hidden. |
| Item Ref |
Displays the Item Reference for that item. This column is locked down and cannot be hidden. |
| Name |
Displays the item name. This column is locked down and cannot be hidden. |
| Box Qty |
Displays the quantity of items within each box. This column can be hidden if required. |
| Boxes Ordered |
Displays the number of boxes ordered for that item line. This column can be hidden if required. |
| Units Ordered |
Displays the number of units ordered for that item line. This column can be hidden if required. |
| Boxes Received |
Editable fields displaying the number of boxes received for that item from the Supplier. This column can be hidden if required. |
| Units Received |
Editable fields displaying the number of units received from the Supplier. This column can be hidden if required. |
To hide/ display columns from the Goods Received Item list,
▪ click on the Select Columns icon
A menu will appear containing 11 options, some of which are auto displayed columns and others being additional columns. The auto displayed options (the ones that are currently displayed on the Goods Received Item list) will be selected and displayed with a green tick.
The 9 additional Column Headers are stated below;
| Primary Barcode | Displays the Primary Barcode of the item. |
| Man Ref | Displays the manufacturer reference. |
| Net Unit Cost |
Displays the Unit cost of that item. Note: this is read only and cannot be edited. |
| Net Box Cost |
Displays the Box cost of that item. Note: this is read only and cannot be edited. |
| Total Cost |
Total cost of that item line, which updates based on the ‘Boxes Received’ & ‘Units Received’ values. Note: this is read only and cannot be edited, and will display up to 5 decimal places when applicable. |
| Units Received to Date | Number of units received on all Delivery Notes for that Pro-Forma. |
| Boxes Received to Date | Number of boxes received on all Delivery Notes for that Pro-Forma. |
| Units Invoiced to Date | Number of units invoiced for all Invoices for that Pro-Forma. |
| Boxes Invoiced to Date | Number of boxes invoiced for all Invoices for that Pro-Forma. |
▪ Select/unselect which columns you wish to display.
Entering Boxes/ Units Received
The Goods Received Item List automatically imports all of the item lines on the Pro-Forma. Because the ‘Create from Invoice’ option was chosen, the Boxes & Units Received quantities are auto-populated, based on the Boxes & Units Invoiced.
▪ Only amend these values if they are incorrect.
Note: once either the Boxes Received or Units Received are updated, the other will auto calculate.
Next to both the Boxes Received & Units Received fields, an arrow may appear depending on the current quantity entered. These arrows indicate if you received more than you invoiced, less than you invoiced, or match the amount that you invoiced.
Note: these arrows apply to this Delivery Note only and having multiple Delivery Notes doesn’t affect what arrow is displayed.
- More than arrows will appear green and the arrow will point upwards.
- Less than arrow will appear red and the arrow will point downwards.
- No arrow indicates that the quantity that you received matches the value you have invoiced.
Decimal quantities can be entered depending on the setting ‘Sell in whole numbers’ set against the Product Option for that item (found within Admin > Products and Categories of RetailStore/CharityStore).
Negative received quantities can also be entered into the Boxes/ Units Received fields. This allows users to re-adjust an incorrect over quantity entered on an original Delivery Note.
Example: Delivery Note 1 received 5 of item A, but the value ‘6’ was incorrectly entered into the Received field before booking in stock.
When a second Delivery Note has been added to correctly adjust the quantity Received, it is advised to use the same Delivery Note Number but with an additional letter on the end. This is because you cannot add two Delivery Notes on the same Pro-Forma with the exact same number. Adding an additional letter helps identify that it’s the same Delivery Note, but with an amendment.
If any items were received that were not Invoiced, then these can be added to the Goods Received Item List.
To add an item,
- begin typing either the Name of the item, the Item Ref, the Primary Barcode, Description, Manufacturer Ref., or Style of the item.
The list of results containing the characters entered will be displayed automatically. The more characters entered, narrows down the search even further.
- Click on the correct item to select.
Notice that the item line has been added.
Reset Received Quantity
If for whatever reason you wish to reset the Received quantities back to zero,
click on the Action icon displayed at the top righthand side of the page.
- Select Reset Received Qty
A message box will appear asking if you wish to continue.
- Select OK to re-set all quantities on the Delivery Note back to 0.
Notes
Notes can be added to each individual Delivery Note created. This feature is not mandatory but can be useful when referring back to at a later date, or when reviewed internally by another user.
To view or add a note,
- click on the
Action icon displayed at the top righthand side of the page.
- Select Notes.
The Notes pane will appear down the righthand side of the Goods Received Item List page.
To add a new note,
- click into the notes section and begin typing.
Note: a minimum of 3, and a maximum of 300 characters are allowed in this field.
To save the note,
- select Add Note.
The note will appear below, stating the name of the user & the date on which it was added.
Filters
The Goods Received Item List page contains filter options so that users are able to filter through item lines on the Delivery Note.
The filter option is located on the top righthand side of the page.
- Select the
icon to access the Filter menu
The filter menu is displayed down the left-hand side of the page.
The filter menu on the Goods Received Item List view contains only one section; Value Ranges.
- Filter by either a minimum and/or maximum value for either ‘Box Quantity’, Boxes Received’, ‘Units Received’, or select the toggle ‘Show Differences Only’.
When the Show Differences Only toggle is selected, only item lines where the Received Qty does not equal the Order Qty (containing arrow indicators) will display. Note: because the Pro-Forma process doesn’t have a Purchase Order, this toggle will be of no use and therefore can be left untoggled.
Once a filter is applied, the results are auto populated. Multiple filters can be applied at one time to narrow down the results further.
- Close off the filter once finished to access the results.
The applied filters are displayed at the top of the Goods Received Item List.
- Close off the filter once finished to access the results.
The applied filters are displayed at the top of the Purchase Order List.
Select the X to remove each filter
Download PDF
To download a PDF copy of your Delivery Note,
- click on the Action option at the top righthand side of the Goods Received Item List.
- From the menu, select Download PDF.
Save Barcode Label
Purchase Orders v2 has the functionality to create barcode labels for items within your Delivery Note that have the Product Label option selected (found within Admin > Products and Categories > Product). The number of labels that are created for each item is dependent on the Units Received value set within the Goods Received Item List.
To create your labels this way,
- click on the Action
icon.
From the options displayed,
- select Save Barcode Label.
You should receive a message advising that the Barcode Label File has generated successfully. This has now created a label file within the label printer list.
Save Shelf Labels
Purchase Orders v2 has the functionality to create shelf labels for items within your Delivery Note, based on their value against the Shelf labels (qty)* field (found within Admin > Products and Categories > Product).
To create your labels this way,
- click on the Action
icon.
From the options displayed
- select Save Shelf Labels.
You should receive a message advising that the Shelf Label File has generated successfully. This has now created a label file within the label printer list.
Book in Stock
When ready, you can book in the Delivery Note.
To book in,
- click on the
Actions icon at the right of the Goods Received Item List Summary
Select BOOK IN STOCK
A message box will appear on the screen asking if you’re sure you wish to book in the stock.
- Click OK to confirm
At this point now that the Delivery Note is booked in, the available stock quantity will have increased.
- Click the Goods Received tab to go back to the Goods Received page.
Notice that your Goods Received Status has now changed to ‘Booked In’. If the Delivery Note had not yet been booked in, and we were to come back to this page, the Goods Received Status would show as ‘Draft’.
If you go back to the main PO list, the Goods Received Status for that PO will show as ‘Received’ if the Delivery Note matches the Invoice previously created.
If there are differences, the Goods Received Status will show as ‘Received with Differences’.
Goods Received Page
Like the Goods Received Item List view, the Goods Received page is set out with a summary, columns and rows.
The Goods Received Page Summary is page up of 5 values which will automatically recalculate as Delivery Notes and Invoices are updated.
- Total Units Ordered – The total number of units ordered for this Purchase Orders.
Note: this will always appear as ‘0’ for Pro-Formas.
- Total Units Received – The total number of units booked in for all Delivery Notes for this Pro-Forma.
- Total Units Received (Draft) – The total number of units received on all ‘Draft’ Delivery Notes for this ProForma.
- Total Units Invoiced – The total number of units invoiced on a ‘Completed Invoice(s)’ for this Pro-Forma.
- Total Units Invoiced (Draft) – The total number of units invoiced on a ‘Draft’ Invoice(s)’ for this Pro-Forma.
There are 8 auto displayed and locked down Column Headers.
The table below lists what they are and what they represent.
| Delivery Note No. | Reference number on the delivery note. |
| Status |
Displays the Goods Received Status for each Delivery Note added. Note: this is different from the Goods Received Status shown on the Purchase Order List view. |
| Notes | The number of notes added to that Delivery Note. |
| Created By | Name of the user who last updated the Delivery Note. |
| Updated By | Name of the user who last updated the Delivery Note. |
| Delivery Date | The date the entered in to the ‘Delivery Date’ field. |
| Created At | The date that the Delivery Note was added on the system. |
| Updated At | The date that the Delivery Note was last updated. |
To access a Delivery Note,
▪ click on the Delivery Note No.
The Goods Received Item List for that Pro-Forma is displayed.
Completing an Invoice
Now that the stock has been booked in,
- click back on the Goods Invoiced tab.
Your Invoice previously added will be displayed and will show as a status of ‘Draft’ if it is yet to be completed. If you previously completed the Invoice at the Adding an Invoice stage, then the Status will already show as ‘Completed’, and you can bypass this section of the User Manual.
If you feel like that are happy with the all item lines added to the invoice, along with the quantity values entered, you should now complete the Invoice.
To complete,
- Open the Invoice by clicking on the Invoice No.
- Click on the Actions icon displayed at the top righthand side of the page.
- Select the COMPLETE INVOICE option
A message will appear asking if you wish to update the Supplier list price as you complete the Invoice. If you wish to update them,
- tick the box and select COMPLETE.
If you don’t wish to bulk update the Supplier List Price within RetailStore, ensure that the option isn’t select.
- Select COMPLETE to finalise the Pro-Forma.
If you chose to update the Supplier List Price, you will receive the following message:
Once completed, all editable fields on the Invoice will appear grey & no further amendments can be made.
- Select the Goods Invoiced tab to leave and return to the Goods Invoiced page.
The status of the Invoice has updated to ‘Completed’.
- Select the Back button or the Home icon to return to the Purchase Order List.
Goods Received List & Goods Invoiced List
Displayed at the very top of the Purchase Order List, are two additional tabs labelled Goods Received List & Goods Invoiced List.
These tabs link to separate pages, which display the Delivery Notes and the Invoices for all Purchase Orders and ProFormas contained within the Purchase Orders v2 module.
- Goods Received List will list all Delivery Notes for all Purchase Orders/ Pro-Formas.
- Goods Invoiced List will list all Invoices for all Purchase Orders/ Pro-Formas.
Both list pages contain a filter which can be accessed at the top righthand side of the page
Goods Received List Filter
Within the Goods Received List, by default, the Delivery Notes are listed in descending order of their ‘Created At’ date.
Once the icon is selected, the filter menu is displayed down the left-hand side of the page and broken down into 4 sections; Search, Product Search, Cost Ranges, & Delivery Date Ranges.
- Search – filter by either entering a ‘PO Ref’ or ‘Delivery Note No’, or choosing a specific ‘PO Supplier’, ‘Delivery Supplier’, ‘Delivery Note No.’, ‘PO Order For’, ‘PO Deliver To’, ‘Delivery Note Created By’, ‘Delivery Note Updated By’, or ‘Goods Received Status’.
Note: if filtering by Delivery Note No, you can use the Exact Match toggle to only bring back results based on the exact characters you have entered.
- Product Search – filter by either entering an ‘Item Ref’, ‘Barcode’, ‘Man Ref’, ‘Name’, or ‘Style’.
Note: the only results that are returned when carrying out a Product Search are Delivery Notes that have a ‘Units Received’ greater than 0.
- Cost Ranges - filter by either minimum and/or maximum values based on ‘PO Value’ & ‘Receipt Value’ by entering them into the appropriate field.
- Delivery Date Ranges – filter by either a From and/or To date for ‘Start Date’, ‘Created At’ or ‘Updated At’ by clicking the calendar icon and selecting a date.
Once a filter is applied, the results are auto populated. Multiple filters can be applied at one time to narrow down the results further.
▪ Close off the filter once finished to access the results.
The applied filters are displayed at the top of the Goods Received List.
Goods Invoiced List filter
Within the Invoice List, by default, the Invoices are listed in descending order of their ‘Created At’ date.
Once the icon is selected, the filter menu is displayed down the left-hand side of the page and broken down into 4 sections; Search, Product Search, Cost Ranges, & Invoice Date Ranges.
▪ Search – filter by either entering a ‘PO Ref’ or ‘Invoice No.’, or choosing a specific ‘PO Supplier’, ‘PO Order For’, ‘PO Deliver To’, ‘Invoice Created By’, ‘Invoice Updated By’, ‘Invoice Supplier’ or ‘Invoice Status’.
Note: if filtering by Invoice No, you can use the Exact Match toggle to only bring back results based on the exact characters you have entered.
- Product Search – filter by either entering an ‘Item Ref’, ‘Barcode’, ‘Man Ref’, ‘Name’, or ‘Style’.
- Cost Ranges - filter by either minimum and/or maximum values based on ‘PO Value’ & ‘Invoice Value’ by entering them into the appropriate field.
- Invoice Date Ranges – filter by either a From and/or To date for ‘Start/ End Date’, ‘Created At’ or ‘Updated At’ by clicking the calendar icon and selecting a date.
Once a filter is applied, the results are auto populated. Multiple filters can be applied at one time to narrow down the results further.
▪ Close off the filter once finished to access the results.
The applied filters are displayed at the top of the Invoice List.
Download CSV
To download a CSV file containing all items lines and values contained on your Invoice,
- Click on the Actions icon displayed at the top righthand side of the item list page.
Select the Download CSV option
You will receive a pop-up message from Internet Explorer asking what you want to do with the file.
- Select Open
If you see the below message,
- Select Allow
The CSV file will now open in Microsoft Excel. It will display all column headers contained on the Invoice, including those that are hidden.
Manually Completing A Pro-Forma
You can only manually complete a Pro-Forma if at least one Delivery Note is ‘Booked In’ and one Invoice is in a ‘Draft’ state.
- Click on the PO Ref to open the Pro-Forma.
At the top righthand corner of the PO Items page
- select Actions
- Select Manual Complete
The following message is displayed:
- Select OK
The Order Status is now showing as ‘Manual Complete’.
At this point you can still view all areas of the Pro-Forma, along with viewing the PDF. However, no changes can be made.
The Order Status is also displayed on the Purchase Order List.
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