723 Receive Invoice from Purchase Order

Purpose & Benefits
This program allows you to receive the invoice associated with a Purchase Order into stock. Multiple invoices can be received for a single Purchase Order.

When you get the items you ordered, you need to put the purchase invoice into the system. This will update the supplier’s records, the purchase daybook and the stock account in the nominal ledger.

Notice

To receive goods and the invoice separately, this needs to be setup in TASBooks first (otherwise goods are received at the same time the invoice is entered).

Open TASBooks > Central > General Company Information > Stock > Stock Control and tick Always use GMVs to book in stock and enter purchase invoice separately

To enter the Purchase Invoice:

  1. Enter the Purchase Order number.
  2. If the goods have been received then the GMV will be filled in automatically
  3. Put in the posting date of the purchase order – this defines the tax point the invoice is posted into
  4. The supplier’s code will be filled in automatically.
  5. Enter the supplier’s invoice number and date.
  6. The description of the items will be shown.
  7. The total cost of the items will be calculated
  8. Enter the VAT rate, and the system will calculate the VAT amount for you.
  9. Enter the quantity invoiced, unit price, and total cost for each item.

If you don’t fill in the unit price, you can enter the total line cost and the system will calculate it for you.

After entering all the details, you have options to save the information:

  • Complete: If you’ve been invoiced for everything and won’t receive any more items.
  • Save: To save the invoice details.
  • Receive All: To mark all items as received.

When you click Save you are asked if the order invoicing is complete (or not).
This decides whether the order will be marked as complete.

Click Yes and MultiTAS will finalise the order, confirm processing was completed and display the posting number used.

You can check if the stock levels have been updated by looking at the Quantity in Stock and Stock Value fields.
The supplier’s account will also be updated, and you can check this in the Supplier Account section.