Reference Books
Internal Transfer
Retail Sales
Data Exchange
Updated on 1/26/2018
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iikoOffice 5.5
Expenditure Invoice

Creating an expenditure invoice

An expenditure invoice is used to register a sale or a transfer of products from one of the storages to another subdivision. For this:

  1. Go to Inventory Management > Invoices .
  2. Click Create and select Expenditure Invoice . A new invoice can be created on the basis of an existing one. For this, click Copy in the shortcut menu.
  3. If required, edit an automatic invoice number. The number may be unavailable if the numbering template is so configured - some required data is missing at the time of the document creation. In this case, the system will prompt to generate a number at the time of saving the document.
  4. Specify the date and time in the Date and time of product release field under which the invoice should be posted. The value given in the outlet’s settings is used by default, see Accounting . 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.
  5. To assign this document’s data to a certain concept in the reports, select the concept name in the Concept field.
  6. Select the supplier, employee or guest from the Customer Type list. Subject to this, a corresponding account will be debited:
    • For suppliers (customers) - “Accounts payable to suppliers”.
    • For employees - “Current settlements with employees”.
    • For guests - “Guest deposits”.
  7. From the Customer list, select a customer (or beneficiary) in the reference book. One of the subdivisions can be selected as a customer if the outlet is a part of a chain managed via iikoChain and this feature is set up. In this case, an internal transfer will be registered by means of this document with a purchase invoice generated at the receiving storage.
  8. If all goods are shipped from one storage, place a tick opposite the Ship from storage field and select it in the list to avoid setting it for each product manually. If the Use storage according to the most recent invoice item is checked in the outlet’s settings, this field will be filled up with the value specified in the most recent invoice registered in the system.
  9. Use the Revenue Accountand Expense Account  fields to set up accounts given in the Chart of Accounts where sales proceeds must be registered and product value written off.
  10. For each item to be dispatched:
    1. Choose the item's name from the list in the Our item name  field (or add the item by the barcode if the barcode scanner is in use).
    2. The type of available items is defined by the tab selected above the list you work on: All, Goods, Items, Prepared components, Services or Modifiers.
    3. If a stock list item has several sizes configured in its card, fill up the Size field. When you select an item, the default size will be inserted automatically. If not configured, the first size in the scale will be selected.
    4. Specify the quantity of product in the In package  field.
    5. Specify the product price. The price is specified for a packing unit (package), VAT included, and can be set manually or automatically.

There are many ways to populate price fields in the expenditure invoice:

Price calculation method How to calculate Example of use
By markup Actions > Calculate price by markup For calculation by cost and preset markup
According to effective price list Actions > Calculate price in list price If there was a special order created for a contractor
By cost Actions > Ship at cost For employee payments or internal transfers
By most recent purchase invoice Actions > Ship at LIFO prices For internal transfers
  1. Fill up the fields on the Delivery and payment tab:
    • The Due date field shows an expected date of the invoice payment. A grace period and the day of settlement are added to the invoice date. These parameters are specified in the supplier card on the Price control tab. If the grace period is not specified, enter the due date manually. You will be able to control promptitude in payment in the payment window using the due date.
    • The Payment date field will be filled up automatically once you take payment from a contractor.
  2. Click Save and Close. By default, all invoices are saved and posted. Uncheck Post if you need to save an invoice without posting it.

To register the payment for a posted expenditure invoice, select Accept payment in the Actions menu. Then follow instructions given in the Acceptance of payments article.

You may print the following documents from the expenditure invoice:

  • TORG-12 waybill.
  • Simplified waybill form.
  • Commercial invoice.
  • M-11 Requisition Slip.
  • 1-T waybill.
  • M-15 Third-Party Release Note.

For this, click Actions and select the required form. 

To print the Waybill containing the names of supplier’s items, click Actions and select Print (according to supplier's products). The document will be properly printed only if at the time of its creation the items were identified by the supplier’s item code or name.

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.

A buyer may request quality and safety certificates for the goods. To print them out from the expenditure invoice, follow this:

  1. Go to Actions > Quality and safety certificate or Certificates. In the former case, certificates and markup labels would be created for each item of the invoice, and in the latter - only quality and safety certificates.
  2. In the new window:
    • The Certificate No. will be generated automatically: previous certificate number plus one. If necessary, enter it manually.
    • Specify the item’s Production date.
    • Enter the Nos. of a Hygiene Certificate and a Certificate of Compliance.
    • Specify the Shipment date.

  3. Click the Report key.

Calculation of a sales price by markup

The sales prices in the outlet can be calculated by the system automatically based on the product cost and the set markup value.

For this mechanism to work, the markup value should be set in the item's stock list card (on the Additional Information tab).

A write-off storage should also be selected in the invoice to determine the cost. This procedure will have to be repeated if another storage is specified after the calculation of the sales price.

To perform automatic price calculation for all or selected items of the invoice, follow this:

  1. Click Actions and select Calculate price by markup. The recalculation parameters form will open.
  2. Check the Include VAT in markup item if a markup with VAT included should be added to the product’s price.
  3. By default, a markup specified in the stock list card is used to calculate the price of a product as well as the VAT rate given in the invoice. You may change these values. In the Markup and VAT fields, enter values to be used for calculating the prices of selected products.
  4. The calculation is based on the cost of the products in the storage from which they will be written off under an expenditure invoice.

  5. Specify the number the calculated price should be rounded off to (by default, the price is rounded to the nearest tenth).
  6. Click Calculate.

A new price is determined according to the formula:

Price = Price w/o VAT + VAT, where

  • Price w/o VAT = Cost + (Cost × %Markup)/100%
  • VAT = Price w/o VAT + (%VAT rate/100%)
  • If the Include VAT in markup item is checked, Price = Price w/o VAT. 

For example, a new markup value of 200% is set in the product card, the cost in the write-off storage is €0.50, the invoice specifies a VAT rate of 18%, the calculation parameters require rounding to €0.01. Price w/o VAT = €0.50 + (50 × 200)/100 = €1.50. VAT = €1.50 × (18/100) = €0.27. Calculation of the price by markup results in the following: New price = €1.50 + €0.27 = €1.77. If Include VAT in markup is selected, then New Price = €1.50 will be set.

Calculation of a sales price in the price list

A price list prepared for this contractor may also be used to determine sales prices for the outlet’s products. For this, click Actions and select Calculate price in list price.

Shipping goods at cost

Internal transfer of goods (for example, release of goods from the main storage to storages of subdivisions) is carried out at the sales price which is unit cost.

In an open period, source documents can be corrected post factum in which case a cost recalculation for all expenditure transactions posted earlier in this period takes place. If a shipment is made as an internal transfer, backdated recalculation may result in nonconformity of shipment price and the cost written off. In this case, the shipment price should be recalculated in each expenditure invoice to be equal to the updated cost.

For this:

  1. Create and fill up (or open) an expenditure invoice.
  2. Calculate the shipment total using the cost by selecting Actions > Ship at cost. The parameters for recalculation by markup (markup=0, VAT=0) will be automatically set and the Repost with recalculation of shipment price item will be checked.
  3. Save the document and the shipping price will be recalculated.

Shipment prices can be simultaneously recalculated in several expenditure invoices shipped at cost For this, select them from the list while holding the Shift or Ctrl key and then Post in the shortcut menu.

Group shipment

You do not have to open each invoice to alter shipment prices in several documents, you can do it directly from the list.

For this:

  1. Go to Inventory Management > Documents > Invoices.
  2. Select the required expenditure invoices in the list.
  3. Choose one of the options of the Actions item in the shortcut menu:
    • Ship by cost
    • Ship by markup
    • Ship by LIFO
    • Ship by price list
  4. If Ship by markup is selected, the calculation parameters window will open up. Fill up the fields and click Ship   and go to §6.
  5. If you have selected any other item, confirm the action and go to §6.
  6. Check the documents to carry out price recalculation for in the new window and click Ship .
The program will recalculate the shipment price and display a notification of the successful operation.