Adaco: Receiving and Invoicing Purchase Orders – Fourth & HotSchedules Customer Success Portal

Overview

This article describes how to receive a Purchase Order, and apply and Invoice it in Purchasing and Inventory (P&I) (formerly known as Adaco).

Receiving Center

Go to Receiving > Receiving Center or select the Receiving Center button to open the Receiving Center screen
Search for and double-click the Purchase Order to be received
Enter the quantities that are received in the Quantity column as per Fig.1. The quantities are pre-populated with quantities from the Purchase Order, but may need to be changed when actually received

Please note: The Vendor Price and Received Cost fields can also be edited as needed, typically used to match costs associated with invoices. When the cost is entered into one of these fields, the other field will adjust accordingly.

Enter the Receiving Date as needed
Enter the Delivery note Reference
During month-end, select the Posting Period. The two options are Current Period and Inventory Period. This drop-down is only available during month-end

Fig.1.png

Fig.1 - Receiving screen, enter quantities

Table.1 - Description of column headers in the Receiving screen grid

Field	Description
Line No.	The line number for a given product
Vendor Product #	The Vendor Product Number assigned to the product for that particular vendor
Product No.	The P&I Product Number
Description	The P&I description of the product
Attributes	This field is pulled from the retail information of the product
Quantity	The Quantity being received. Pre-populated from the Purchase Order, but can be edited as needed
Receiving Unit	The unit of the product quantity being received
Vendor Price	The Price of the product being received. Pre-populated from the Purchase Order, but can be edited as needed
Purchase Price Unit	The unit on which the Vendor Price is based on
Purchase Info	The Purchase Info is pulled from the same field in the Product Details screen and is displayed here
Received Cost	The total received cost of the product Calculation: Qty x Price = Received Cost
Rate Schedule	The Rate Schedule assigned to the product. This field can be edited at receiving
Account	The General Ledger account for the product

Rates Tab

The Rates tab is used to access existing rates from products, or if needed, add additional rates in the Receiving to balance an invoice.

Select Advanced Options at the bottom of the screen and select the Rates tab as per Fig.2
Select Add Rate
In the Rate Code list, select the rate needed
In the Rate Amount box, type the amount of the rate
If needed, in the Rate Basis box, type in the amount of rate that is based on a specified total
If the rate is flagged as VAT then VAT Tax would show this reference

Please note: Negative adjustments that reduces the value of an order (such as an invoice discount) can be entered in the Rate Amount field as well.

Fig.2.png
Fig.2 - Advanced Options, Rates tab

Invoice Tab

The Invoice tab is used to add an invoice to the Receiving. The invoice can then be exported to an A/P system if enabled and configured.

Select Advanced Options at the bottom of the screen and select the Invoice tab as per Fig.3
Select Add Invoice
Type - Select the Invoice Type
Number - Type vendor's invoice number
Document Reference - Type a second reference, such as a delivery note number, if needed
Invoice Amount - Type the amount from the vendor's invoice (this is typically the gross amount noted on the invoice, including any VAT and delivery charges)
Invoice Date - Type the date from the invoice
Exported - Visible in Receiving Correction
Attachment - Attach items as needed

Fig.3.png
Fig.3 - Advanced Options, Invoice tab

Once the details of the invoice are entered, the system will calculate the balance and display it in the Difference field, as per Fig.3. The system will calculate the PO Total Amount based on Quantities, Prices, Discounts and Rates and compare it to the Invoice Amount from the same field in the Invoice tab

Please note: The system will not allow posting an invoice if there is a difference. The PO Total Amount of the order must balance with the value on the Invoice Amount. If there is a difference then adjustments to the quantities, rates, or prices will need to be done to balance the totals.

To adjust the value in P&I, one or more of the following can be done, depending on why there is a difference:
- Change the quantity that was delivered
- Change the unit price where it does not match the unit price charged by the supplier
- Change the VAT rate applied to a product (select the Rate Schedule column next to a product to select a different VAT rate)
- For differences that don’t apply to any one specific product such as delivery charges, discounts or small rounding errors, apply a new Rate to the order which will either increase or decrease the value of the order so that it matches the supplier’s invoice

Please note: A Rate is just a term used for an adjustment applied to an order over and above the cost of the items on the invoice. Where the property has a Default Rounding Rate set up (see Purchasing & Inventory - Administration: Property Preferences (Receiving):

If the absolute difference between the Invoice value and the PO total is equal to or less than the specified rounding threshold, the default rounding rate is added to the Receiving with a value equal to the difference between the Invoice and the PO total. Or, if the rounding rate is already on the Invoice the value is updated to the difference, and the Receiving and Invoice are both saved

Comments tab

The Comments tab is used to rate the receiving from the vendor, which can be viewed in the Vendor Performance report located in Report Center > Purchasing Reports.

Select Advanced Options at the bottom of the screen and select the Comments tab as per Fig.4
In the Vendor Ratings list, select the appropriate ratings for this receiving
In the Comments list, enter any additional comments regarding this receiving

Fig.4.png Fig.4 - Advanced Options, Comments tab

PO Comments tab

The PO Comments tab will show any comments and provide access to any attachments that were entered using the Comments Log button in the Purchase Order details screen

Select Advanced Options at the bottom of the screen and select the Comments tab as per Fig.5
Select the Printer icon to print the Comments log

Fig.5.png
Fig.5 - Advanced Options, PO Comments tab

Posting the Receiving

Once the value of the order balances with the value of the supplier’s invoice, the Receiving can be posted.

Select Post

When posted, the option to print a Receiving Verify is available, as per Fig.6. This can be used to verify the invoice if posted correctly with the correct codes, date, numbers and values.
For more information regarding the Receiving Verify report, please visit Purchasing & Inventory - Receiving Verify Report.

Fig.6.png
Fig.6 - Posting the Receiving with Receiving Verify report

Electronic Invoices

As invoices sent through Tradesimple (Purchase to Pay) are electronic copies of the paper invoices issued, they must match those paper invoices exactly. This is true for all references, amounts and totals. Discrepancies between the two may be seen as fraudulent activity.

There is an option in Property Administration called Auto Match Electronic Invoices.

User-added image

Fig.7 - “Auto Match Electronic Invoices” enabled

If the Auto Match Electronic Invoices option is enabled and there is no “Difference”, the electronic Invoice will be auto-applied.

User-added image Fig.8 - An Invoice that is Auto Applied

It is also visible from the Receiving Corrections screen that the Invoice is applied, so the user could check if the invoice was auto-applied without opening the detailed screen.

User-added image Fig.9 - Receiving with auto-applied Invoice