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7 | Receiving an Electronic Invoice

This article covers a step-by-step guide to receiving Electronic Invoices in BackOffice. An Electronic Invoice is a summary of goods or services that have been purchased by the Buyer. Receiving is the second and equally important half of the Purchasing Receiving process. When Receiving a Purchase Order, Stock is received into the System through a standard receiving process. After Receiving and verifying a Purchase Order, the Invoice Details can be entered and the Receipt can be Posted.

This article covers a step-by-step guide to receiving Electronic Invoices in BackOffice. 

An Electronic Invoice is a summary of goods or services that have been purchased by the Buyer.

Receiving is the second and equally important half of the Purchasing & Receiving process. When Receiving a Purchase Order, Stock is received into the System through a standard receiving process. After Receiving and verifying a Purchase Order, the Invoice Details can be entered and the Receipt can be Posted.

Prerequisites 
  • To access and edit Purchase Order Settings, the applicable Operator Privileges will need to be enabled:
    • Purchasing & Receiving: "Receive Purchase Orders" Flag
    • Purchasing & Receiving: "Receive Manual Receipt" Flag
    • System Setup: "Maintain Supplier Comms" Flag
    • Operator Maintenance 'Stock Control' Tab
    • Operator Maintenance 'General' Tab
Receiving an Electronic Invoice
  1. Run BackOffice and Log In
  2. From the Stock Control menu,  click on the Purchasing & Receiving 
  3. Click the Receiving Invoices Button and the Receiving Invoices Menu will appear 
  4. Select the desired Invoice that will be Imported and also the Venue that will receive the Stock 
    • The Option to select a Venue can only be prompted if configured in the  Supplier Communications  Menu (see Prompt Store below for more information)
  5. Press OK and a new window will appear showing the Operator that the Files have successfully been Imported

Electronic Invoicing Error Explanations
  • When matching the Electronic Invoice from the Supplier to Bepoz, there may be some errors that occur on the product. These line items are distinguished through a highlighted color. Below gives a brief explanation of what these errors are and how to fix them.
 
 

Colour            

  Meaning
RED  The product from the supplier does not have a local product assigned. The line item will need to be assigned to a BEpoz product.
ORANGE    The product is not stocked in the receiving store. Selecting OK will assign this product to the receiving store
BLUE The product setups from the supplier are different from BEpoz. The product setups will need to be checked and corrected only if they need to.
YELLOW The product quantity has not been received in total. The options are to receive the quantity in total or put the UN-received quantity on backorder.
GREY The product has been set to ignore. This is done by the user.

 

Prompt Store
  • There is an option when configuring within the Supplier Communications Menu – within the Receive Store drop-down list called "Prompt Store"
    • When Receiving an Electronic Invoice, the user will be prompted to Select a Store to receive the Invoice to