Entering an Invoice

 

To Enter an Invoice

 

  1. Click Invoices    from the Button Bar, click New | Bill 

  2. or from the Upper Menu, click Purchasing | Invoices | New - Bill

  3. Enter in the Supplier and Invoice information. See Invoice Information descriptions below.
    Notice when you select a supplier, the list on the left is populated with all the items and package sizes that you have set up for that supplier.

  4. Select the Items for the invoice.
    You can select items a few different ways:

    • Scroll down the list and click and drag the Item and drop into the purchase list.

    • Click into the search box and begin typing the name of the Item, the list will shorten as you type.  Double click on the item. It will display in the purchasing list.

    • Click into the search box and type the order code of the Item, the list will shorten as you type. Highlighted the item, press Add.

  5. Enter in the Qty (Quantity) of the received item.

  6. Select the UOM (Unit of Measure). The are two choices available, the Purchase Unit size and the Case Unit size.
     The default unit of measure is the purchase unit that you indicated in the Items windows during the initial setup. 

  7. Optimum Control will automatically enter the current Unit Cost for this item/supplier.
    Compare it to the Unit Cost on the invoice.  If there has been a price change, type in the new price or type in the total in the Amount field.

  8. If the item price has changed, a check mark will automatically be placed in the (O) Price Override box. This will allow you to override the unit cost applied to this item.

  9. Enter in Taxes/Adj, Credits and Expenses as required.

  10. Ensure that the Invoice Totals balance.

  11. Click Save and

  12. If prices have been changed, you will receive a window allowing you to Update Pricing for Selected Items. If the price change is permanent, check the box. This will update the recipe costing. If it is a one time change, do not select the box. The recipe cost will not be affected.

Invoice Information

Supplier – Select the supplier who the Bill/Credit is from. If the supplier is not listed, See Adding Suppliers 

Invoice Date – Select the date of the invoice from the drop down box.

Invoice # – Enter the supplier Invoice/Credit number.  Check this carefully to make sure it is entered properly.

Invoice Total - Enter the total amount of the invoice including all charges (items, expenses and taxes).  
 This total is usually located at the bottom of the last page of the invoice.

PO # - Purchase Order Number - Enter a Purchase order number if you use them.  If you have imported your invoice from a pending order, the Purchase Order number will appear automatically.

Due Date - This field is calculated by the program.  This is the date that the bill is due to be paid depending on the Terms that are selected. 

Terms- Select the terms of payment that you have with this supplier.  This field is optional, if you do not wish to use it just TAB to the next field.

Comments - Enter additional notes about the invoice/credit.

Item Entry – Double click or Drag and Drop the inventory items from the invoice from the list to the item area on the right. 

Receive Order - This will display all Pending Orders, double click on the pending order to load into the Invoice window.

Print - Prints the Invoice.

Load Template - Load a saved Invoice Template.

Save Template - If you do not create an order, you can make an Invoice template for purchased items. Another use is if you want to save an Invoice that is not complete. Click Save Template, Type in a name and click OK. Click Load to open the incomplete Invoice, complete the invoice and click Save

Additional Notes