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Updated on 1/26/2018
Direct link to topic in this publication:
iikoOffice 5.5
Purchase Invoice

Creating a purchase invoice

To register the receipt of goods in storage, follow this:

  1. Click Create and select Purchase Invoice. One of the existing invoices can be used as a template for a new one. For this, we use the Copy button or the Copy item in the shortcut menu.

  1. If necessary, edit an automatically generated accounting number under which the invoice will be registered in the system. The number may be not available if the numbering system lacks some required data. In this case, you will be prompted to generate the number when saving the document.
  2. If necessary, change the date and time of the invoice registration in the Date and time of goods receipt  field. The value given on the Accounting Settings tab of the outlet settings is used by default.   If the Use date of the most recent invoice item is checked, this field will be filled up according to the most recent invoice registered in the system.
  3. Select the name of the product supplier from the Supplier list.
  4. If all the goods are booked in one storage, tick the box to the left of the Record as received in storage field and select it from the list. If goods specified in the invoice are registered in different storages, this box should be unticked and a respective storage specified for each item in the Record as received in storage field.   This column will appear in the table once the tick is removed.

The storage can be set up automatically using the most recent invoice registered in the system. For this, check Use storage according to the most recent invoice in the outlet settings.

  1. Supplier bills can be paid by an employee who is specifically provided with the funds for such purposes. In this case, tick the box to the left of the Credit employee field and select them from the list. Once an invoice is posted, its amount will be written off at the expense of this employee (in the “Money issued, to be accounted for” account).
  2. Details on the booked-in goods are given in reports and may fall under a certain concept. For this, select its name in the Concept field.
  3. If necessary, you can set up the following indicators: the supplier invoice No. ( Ref. No. field), No. and date of a commercial invoice ( Commercial invoice and Dated fields) and the waybill No. ( Waybill field). You can make the commercial invoice No. a required field. For this, check Invoice No. is required  on the Accounting Settings tab in the outlet settings.
  4. Fill up the fields on the Delivery and payment tab:
    • The Due date field shows an expected date of the invoice payment. The grace period and the settlement date are added to the date of the invoice was posted. These parameters are specified in the supplier card. If the supplier card does not specify the grace period, the due date can be set manually.
    • Specify the invoice payment date.
    • Specify if the goods correspond to the order and were delivered on time. In the current version of iiko , this information can be exported to third-party systems.
  5. For each item, fill up corresponding invoice fields. The type of items available for booking in is determined by the selected tab: All (by default), Goods, Items, Prepared components, Services or Modifiers.
    • Enter the name of the goods to be booked in the Our item name field. You can also use the “Supplier’s items” to book in the goods, see Enter an item by the supplier’s name (code).
    • Enter the quantity of received goods in the In package column. In which case, the value provided in supplier’s documents may differ from what was actually received. Then it will have to be specified in the Actual Quantity field. In case of any change in the quantity of  the packaged goods, the actual quantity specified in the invoice will automatically change.
    • Enter the item price. When you select an item, the system would use the price specified in the most recent purchase invoice (in Price per package unit ). For this, check Use most recent LIFO price in the outlet settings. You may configure the system to work with a supplier according to the price list.
    • Specify a VAT rate. If specified in a stock list card of the product in question, the VAT rate will be automatically accounted. If necessary, however, one may change this value or enter it manually.
    • If a receiving storage is not a shared one for all the goods, it should be selected in the Record as received in storage field.
    • Specify the manufacturer in the Manufacturer/Importer field.
  6. Go the next invoice line to enter another item. To remove an item from the invoice, right-click the respective table row and select Delete in the shortcut menu.
  7. Click Save and close once all goods are entered. By default, all invoices are saved and posted. Uncheck the Post field if you need to save an invoice without posting it.

From time to time, you may want to change your price list - add some new items or change retail prices. For this, select the required items in the purchase invoice and click Actions   > Reappraisal .

A price list order for these items will be created as of the date following the current one. Here you can apply automatic price calculation mechanisms (see Price Change Orders ).

By law, all the supplied goods shall have corresponding quality certificates. These documents can be stored in the system and are entered at the registration of a product as a stock list item (on the Images tab). A quality certificate for the supplied item may later be printed out from the invoice form for the item. For this, click Actions in the invoice window and select Certificates . In the new window, specify the No. of the quality certificate and the hygiene certificate and click Report . You can print the document from the preview window.

You may pay the saved purchase invoice. In the Actions menu, select Pay . Then follow instructions given in the Debt to Contractors article.

Other documents can also be printed from the purchase invoice, for example, a TORG-12 Waybill, a simplified waybill, and an M-4 Receipt Note. For this, click Actions and select an option - Print (TORG-12) , Print or Print (M-4) .

You may also print a Waybill with the supplier’s item names. The document will be printed correctly only if comprising items were identified by the code or supplier’s item name. To print the invoice, click Actions and select Print (according to supplier's products) .

If the Use supplier's products box is unchecked in the outlet settings, printing of an invoice with supplier’s item names will not be available.

You can print Waybills for several purchase invoices at once. For this, select them on the list holding Ctrl or Shift down and selecting Reports/Print Purchase Invoice (simplified form of waybill) or TORG-12 in the shortcut menu.

When you click the Reports shortcut menu item, a report preview window will open where you can print it out. The Print item opens a standard printing window.

The Goods Flow reports and the Ingredient Cross Reference Report can be accessed from the shortcut menu of the invoice. The goods flow is shown only for those storages that have been specified in the original document.

Discrepancy in quantities

The quantity of product specified in the supplier’s documents may differ from what is actually received. If discrepancies cannot be corrected at the receipt of goods, only the original document data will be used for accounting. However, discrepancies in quantity , agreed price and items (wrong goods have been delivered) should be registered in the system and might be further used to resolve disputes.

This is what the two quantity columns are intended for —   In package  and Actual quantity. Any values given in these columns that do not match will be highlighted in pink and a tip will show the quantity difference when you hover over them.

Once the document is posted, the quantity given in the In package column will be entered in the books but the document where a discrepancy is registered will be marked with  on the list of documents. Discrepancy in quantities can later be registered in write-off records or return invoices.

If the actual quantity exceeds the quantity of goods in the package, these items will also be highlighted in color. The warning message will give these discrepancies with the “minus” sign.

The same icon is used for expenditure invoices which are a part of internal transfer in case a respective purchase invoice has a quantity discrepancy. The document provides the data on the  actually received quantity of goods.

Entering items by their names (codes) given by suppliers

One may enter a name of a received product in two ways: using the name under which the goods are registered in the stock list reference book (in the Our item name column) or the name given in the supplier’s documents (in the Supplier’s item name column).

The Supplier's code and Supplier’s item name fields are available if the Use supplier’s goods item is checked on the Accounting Settings tab in the outlet settings.

You can enter the goods into the books using the supplier’s name only if the “supplier’s item” and “our item” are aligned. This alignment can be configured in advance in the stock list card of an item on Supplier’s products tab, in the supplier’s price list or when completing an invoice.

If the names are aligned, not only goods and prepared components registered in the stock list reference book but also “external goods” will be available in the Supplier’s item name field. Those are goods of the supplier you have specified in the invoice (the Supplier field).

If you choose “external goods”, a stock list item where a receipt is registered will be automatically selected (in the Our item name field).

If necessary, you can register goods by their supplier’s names without verifying prices. For this, align “our item” and “supplier’s item” in the price list and select “Do not show warnings”.

Service included in product price

Subject to the accounting policy applied, the cost of delivery and other additional services may have a separate cost item or may be included in the price of purchased products.

The cost of service is equally distributed among invoiced items and is based on the cost and quantity of goods. The Add. Expenses column will state an amount opposite each item that will be added to the cost thereof when it comes time to register the booking in, but the invoice total would remain unchanged.

If a company has a separate VAT account, the services distribution is carried out based on the cost of goods net of VAT and then on the VAT amount separately.

To include the cost of services in the cost of goods, follow this:

  1. Process a purchase invoice as described above.
  2. Add a service to distribute. The service must have the No Stock Transfer setting enabled in the stock list card on the Main Properties tab.
  3. In the Actions menu, select
    • Distribute cost of services by amount . The cost of goods is used in the calculation. Firstly, the distribution ratio shall be estimated according to the formula:
  4. Total services / Total of other goods

    The Add. Expenses value per each item is estimated as follows:

    Distribution ratio * Product price

    • Distribute cost of services by quantity . The quantity of packed product is used in the calculation. The distribution ratio is calculated according to the following formula:

    Total services / Total of packaged goods

    The Add. Expenses value per each item is then estimated as follows:

    Distribution ratio * Quantity of packaged goods

    Information These items are available if an invoice has a service with the No Stock Transfer option enabled.
  5. Save and post the invoice.

Assume examples of services included in the invoiced product price. Let’s add several items to an invoice and a delivery service provided by a supplier. The service settings has the No Stock Transfer option enabled.

Distribution by amount. Select the Distribute cost of services by amount item in the menu. The calculation is given in the table:

No. Name Price, € Qty Total, € Ratio Add. expenses, €

1

Potatoes 20 10 200 0.3448  = 500 / 1450 68.96  = 0.3448 * 200

2

Carrot 20 5 100 34.48  = 0.3448 * 100
3 Cabbage 50 11 550 189.66  = 0.3448 * 550
4 Tomato 200 3 600 206.90  = 0.3448 * 600
5 Delivery 500 1 500 - -
Total (w/o services)291450

The invoice shows the following:


Distribution by quantity. Select the Distribute cost of services by quantity item in the Actions menu.   The calculation is given in the table:

No. Name Price, € Qty Total, € Ratio Add. expenses, €
1 Potatoes 20 10 200 17.2414  = 500 / 29 172.41  = 17.2414 * 10
2 Carrot 20 5

100

86.21  = 17.2414 * 5
3 Cabbage 50 11 550 189.66  = 17.2414 * 11
4 Tomato 200 3 600 51.72  = 17.2414 * 3
5 Delivery 500 1 500 - -
Total (w/o services) 291450 

The invoice shows the following:

Price control in purchase invoice

If a price list has been configured for the goods purchased from the supplier in question, the unit value will be inserted automatically.

If the price changes as a result of entering new delivery data and will be outside the permitted limits set in the price list, the cell will be highlighted in pink, and a tip will appear describing the reason for that if you hover over it.

If posting of such invoices is prohibited and you have no special permissions, you will be unable to save and post the document containing the goods that have impermissible prices.

Invoices that have some disagreements with the price list are marked with  on the list of invoices.

You can control prices, if necessary, without maintaining the “external goods” reference book. For this, set the “our item” to “our item” alignment in the price list and select “Warn” or “Prohibit posting”.

Creating a write-off record or return invoice for the discrepancy in quantities

You can create a write-off record or a return invoice for the found discrepancy based on the invoice such discrepancies have been registered in upon receipt of goods. For this, open the document with the   icon and click Actions and select the required item. It will include all the invoice items that contain discrepancies.

In the invoice, items with discrepancies are highlighted in pink (quantity fields) and a tip appears showing the quantity difference when the cursor hovers over them. A quantity with a “minus” sign means upward difference (the actual quantity exceeds the quantity of goods in package). No write-off records or return invoices are created for these differences (discrepancies).