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3 | Receiving Electronic Invoices

This article is a step-by-step guide on receiving Electronic Invoices in BackOffice after setting up a Supplier Communication Link.

This article is a step-by-step guide on receiving Electronic Invoices in BackOffice after setting up a Supplier Communication Link.

Prerequisites 
  • To access Electronic Invoice Settings, the applicable Operator Privileges will need to be enabled:
    • Operator Maintenance 'Stock Control' Tab
      • All "Purchasing and Receiving" Flags
Step-By-Step Guide
  1. Go to BackOffice > Stock Control
  2. Click on the Purchasing & Receiving option which will open a Purchase Order List tab
  3. Select the Supplier from the given tree-list
  4. From the header, select the Receive Invoices option
    • This option is only available for Suppliers whose Communication details have been added in Supplier Comms.
  5. A prompt will appear to confirm the action; press Yes to continue

 

  • This will open a new window named Receive Invoices where all of the available invoices from the Supplier are listed
  • Before pressing OK, select the StoreID from the drop-down menu to ensure that the product is received in the correct store
  • Operators will not be able to receive the invoice unless a store is selected

  • Once complete, the following prompt will display

  • Double-click on the invoice to open the Receipt Purchase Order window
  • Select the Post Receipt button from the menu bar

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 colour. 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 to 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 a Supplier Communication – within the Receive Store drop-down list called Prompt Store
    • When Receiving an Invoice, the user will be prompted to Select a Store to receive the Invoice to
    • Operators can also select a specific store given that the supplier transactions are made only to that specific store