You know what an Invoice is. It's that thing you get from a vendor when they either:
A) Sell you all the things.
B) Do all of the things and fix all the things that you don't have time to do or fix.
So why include an Invoicing feature in Inventory? Well, as a business, you need an easy way to track invoices that you receive from vendors. So, if the purpose of Clarifi Inventory is to provide a streamlined way to control all the different back of house exploits that occur on a day to day basis, it would be criminal for us to NOT include an invoicing feature.
You can access the invoice page by opening the side navigation panel and choosing the Invoice tab.
Creating a new invoice
To create a new one, click the Add button in the top right-hand corner of the page.
A pop-up displaying a vendor list for your organization will appear. Here you will choose the vendor you would like to use by clicking the checkbox to the left of the Vendor name. Once you have done that, click Next.
The next window will ask you to select whether the invoice will be build based on a receiving or based on a vendor.
- A receiving invoice will use previous purchase orders made to the vendor you’ve chosen.
- A vendor invoice allows you to add items to an invoice manually, and not from a pre-made receiving.
While building any of the three invoice types, you will be able to add an apply date to the invoice. To do so, click the invoice date field on the Invoice transaction page and select the date you would like to use.
While viewing an invoice transaction, you can click on the print button for a physical copy of the invoice details. You can print an invoice regardless of the status it is in.
After clicking the print button, a menu will appear asking users to choose whether they would like to print the invoice in landscape mode or portrait mode. Once they have selected the option they would like to use, they will click Download And Print.
Choosing receiving will prompt you to select an order that has already been received from that vendor. After selecting the one you would like to use, click Done.
This will generate an invoice with the items received and their cost already generated. Two columns will be available for you to edit, QTY Invoiced, Unit Cost, and Ext Cost.
If you would like to add another item to your invoice, click on Add Item.
The item list for that vendor will appear. You can choose the items you would like to use by clicking the checkbox to the left of their name. Once you are finished, select Ok.
Since the items didn't come from the purchase order, they will not have an associated quantity. You will still be able to add the QTY Invoiced and Invoice Cost.
You can add an Invoice number to the Invoice by using the Invoice # field or mark the invoice as paid and add a check number.
You can submit the invoice by clicking Complete.
Choosing Vendor as the invoice type will remove the select receiving modal. Instead, you will just click the Done button.
The next page will be blank, to begin adding items to the invoice, click on Add Item. An example of when an invoice like this would be created are times when a Direct Store Delivery vendor shows up your location.
The item list for that vendor will appear. You can choose the items you would like to use by clicking the checkbox to the left of their name. Once you are finished, click Add and then click Ok.
Since the Invoice isn't tied to a purchased order, you won't see any receiving information. Instead, you will just provide an amount invoiced and cost. If you would like to provide an Invoice number, you can do so in the invoice # field.
If you would like to link an existing receiving to the vendor invoice, click Link.
A menu containing different receiving's that you've made for the date range in question will appear. Select the receiving you would like to link to the invoice and click Done. Only one receiving can be linked to an invoice at a time.
This will add the items from the receiving you chose to the invoice with their associated quantities received. To complete the Invoice, click Complete.
Service Vendor Invoice
A service vendor invoice will be used to account times that a vendor provides a service for the business. Examples include things like maintenance, repairs, cleanings, etc. In Inventory, you’ll know that a vendor is a service vendor because it will have an information icon to the right of its name. Hovering over the information icon will display a pop-up that describes what a service vendor is.
Selecting a service vendor will direct you to an invoice page displaying a column for GL Account, Cost, Tax, Charges, and Total Cost with the ability to add multiple rows to the invoice. The GL Account column will be used to allocate costs to different GL Accounts. For example, A service vendor doesn’t just clean (one GL account) but they will also do repairs (another GL account).By doing this, users can account for times that a total bill might be split into multiple debit accounts. Once you are finished creating the invoice, click Complete. If you would like to print the invoice, click on Print.