Allows a Purchase Order to be linked to an Invoice.

 

Allows you to link Invoices to Purchase Orders which represent freight charges. Basically this feature works like Supplemental P.O.'s where the total amount is broken down and applied on a "per line item" basis, except that the P.O. amount is applied to an Invoice rather than another Purchase Order.

 

The Invoice will distribute the value of the Purchase Order across the line items in a manner much like the way a Supplemental Purchase Orders work.

 

This distributed cost amount is then converted, as necessary, to match how each item is configured (so it is converted to a “per pound” value on a “Price by weight” item if the distribution has been performed with the “By Units” option).

 

When printing the Invoice the P.O. cost amount is added to the Unit Price of the item and this combined value is presented on the Invoice as the Unit Price of the item.

 

IMPORTANT: Due to necessary restrictions on when the various cost-distribution options can be used (for instance, “By Units” cannot be used if any “LB.” items are on the invoice), it is possible to have a mix of items which means that none of the three cost-distribution options can be used. In such a situation the P.O. cost will not be applied to any items.

 

Version 4.0.27

Allow changes and assignments of Purchase Orders to be applied to invoices which are in a “printed” state.

 

•To avoid problems in other parts of the system, the following four circumstances will still prevent changes from being posted to a “printed” Invoice:

▪invoice has moved to History  

▪invoice has had a payment applied

▪invoice has been released to GL (either ours or QuickBooks)

▪invoice has been locked by the "End of Day" procedure

 

Version 4.0.18

1. Expanded the data shown on the “Billing Details” dialog in Create/Change Invoice to indicate how an attached Purchase Order is being distributed.

 

While the distribution method is defined in Purchasing it is still up to Invoicing to actually apply the distribution. If Invoicing determines that the specified method cannot be used then it will look for an alternative which will allow it to successfully apply the Purchase Order amount. (Otherwise the applied Purchase Order would have to be

ignored.)

 

As a result, the “Billing Details” dialog has been expanded to show the “Selected” distribution method (the one chosen in Purchasing) as well as the “Active” distribution method (the one Invoicing chose in order to get the amount to distribute).

 

One thing to keep in mind about this display is that Invoicing is constantly reviewing the application of the Purchase Order amount so if you see that the “Active” method on an “in process” invoice is not the one you selected remember that this may be due to the data on the invoice being incomplete.

 

If all data has been entered then review the items to look, for example, for a non-weight item on an Invoice where you want the Purchase Order amount distributed “by Weight”.

 

2. Added the “None” freight cost distribution method. Using this option will allow the linked Purchase Order amount to be applied strictly as a cost value rather than affecting both sales and cost.

 

V4.0.32 Removed the restriction that an invoice never previously have been printed in order to accept a change from a linked Freight Purchase Order.