INTERNAL - Bepoz Help Guides

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INTERNAL - Bepoz Help Guides

End-User | Stock Control

Supplier Communications

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

Go to BackOffice > Stock Control
Click on the Purchasing & Receiving option which will open a Purchase Order List tab
Select the Supplier from the given tree-list
From the header, select the Receive Invoices option

This option is only available for Suppliers whose Communication details have been added in Supplier Comms.

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