Printing a Local Purchase Invoice¶
Purpose¶
It calculates and prints what a purchase order should be invoiced at.
Who does this¶
Purchase and accounting staff who produce an invoice for a purchase order.
Before you start¶
- You have the right account (see Permissions and Access).
- The record and date you are working on are correct.
- Words you do not know are in the Glossary.
Access¶
Open the inbound purchase order, then Local Invoice
Before you print anything¶
Write down the source figures first:
- the order and the supplier
- each line: quantity, weight, unit and rate
- the trucking fee
- any credit
- the dates
If the order is the wrong type, or a line does not look right, stop. This screen can only show you what the order currently says. It cannot fix the order. Corrections belong to the purchase order itself.
How the amounts are worked out¶
The unit on the line decides the formula, so check the unit before trusting a figure:
| Unit | How the amount is worked out |
|---|---|
| Metric ton (MT) | Net weight × rate, converted at 2204.590 |
| Long ton (LT) | Net weight × rate, converted at 2240 |
| Short ton (ST) | Net weight × rate, converted at 2000 |
| Each | Quantity × rate |
| Anything else, or blank | Net weight × rate, with no conversion |
The total at the bottom is every line added together, plus the trucking fee, minus any credit.
Two things that will surprise you¶
The invoice number is just the order number. It is a label for the printout, not a real invoice identity. Do not quote it as an invoice number to a customer or to accounting.
The date on it can be empty. It prefers the time the vehicle left, and falls back to the time it arrived. If the "left" field has been cleared to an empty value rather than left blank, the date stays empty instead of falling back. Check the date on the printout before handing it over.
Printing¶
- Reopen the invoice and check the header and every line against the figures you recorded.
- If a total does not match, correct the order, not this screen, then reopen.
- Print from the browser.
Printing is not a business step. Nothing is recorded that you printed. The next person to open the screen will see freshly calculated figures, which may differ from your paper if the order changed in between.
If something goes wrong¶
| Situation | What you do |
|---|---|
| A line looks wrong | Correct the purchase order, then reopen this screen. It only reflects the order. |
| The total does not match my figures | Check the unit on each line — it decides the conversion. |
| There is no date on it | The "left" time was cleared rather than left empty. Fix it on the order. |
| The number is the order number | That is expected. It is not an invoice number. |
| I printed it and the order then changed | The paper is stale. Reopen and reprint from the current figures. |
| It says printed but nothing is recorded | Nothing is recorded by printing. Check the order instead. |
| The wrong order came up | Stop. Check which order you opened it from. |
Who owns the next step¶
Accounting owns the issued invoice and anything sent onward. Corrections belong to the purchase order — see Receiving an Inbound Purchase and The working day, step by step.
The full step-by-step¶
This page is the short version. The screen-by-screen procedure with every field and recovery step is here: