The example
The steps below use a sample distributor, Lone Star Industrial Supply. Your customers, items and numbers will differ; the window and the fields won’t.
Invoice INV-26749 from Coupling Components Inc (supplier V1006) arrived, dated Sunday, March 1, for $820.00. It's for PO 5000358, which the warehouse received in full:
| Item | Qty | Price |
|---|---|---|
| FIT-NPT-0808 | 30 | $26.00 |
| FIT-NPT-0606 | 20 | $2.00 |
It matches the PO and the receipt. Voucher it.
Step by step in Convert PO To Voucher
- 1.
Open Convert PO to Voucher from the Menu.
- 2.
Type V1006 in Vendor ID and press Tab.
- 3.
Type 5000358 in Purchase Order Number and press Tab. With Vouch all ticked, Quantity To Invoice fills in with everything received and not yet invoiced.
The PO and its receipts are two legs of the three-way match; the vendor's invoice is the third.
- 4.
Type INV-26749 in Invoice Number, exactly as printed on the vendor's invoice.
The duplicate check compares this number. Keyed differently, the same invoice can be paid twice.
- 5.
Type Sunday, March 1 in Invoice Date.
- 6.
Type $820.00 in Invoice Amount: the total on the invoice.
- 7.
Press Save.
Mistakes that cost money
These are the checks Simetta’s scored test makes on this task, and what each mistake costs a distributor when it happens for real.
Vendor invoice not entered
The invoice sits unrecorded: it misses its due date, you pay late fees or lose the discount, and month-end liabilities are understated.
Vendor's invoice number not recorded correctly
Duplicate-invoice checks only work when the vendor's number is keyed exactly. It is also what the vendor quotes when they ask about payment.
Voucher does not match the vendor invoice
The payment won't match what the vendor billed, so their statement shows a balance forever and their AR team starts calling.
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