POs and Invoice Details Tab

The POs and Invoice Details tab keeps track of the Purchase Orders this invoice is for and links the Invoice Line items to the PO line items.

A sample of the grids appear below. Sort records in a grid by clicking on the headings.  An up or down arrow (highlighted in orange below) will appear signifying ascending or descending order.

Purchase Orders grid

• Right - click in the grid to add a record
• Right - click on an existing record to get a menu with options to View Record, Add Record, Edit Record, or Delete Record.
• Double - click on an existing record to open it

Invoice Details grid

• Right - click in the grid to add a record
• Right - click on an existing record to get a menu with options to View Record, Add Record, Edit Record, or Delete Record.
• Double - click on an existing record to open it

How To

Add a purchase order

1. Right - click in the Purchase Orders grid.
2. Select Add Record. The following window will appear.

   

3. Click the PO Number button and select a Purchase Order.

   Note: Only Purchase Orders that have the same vendor as the Invoice will appear.

4. Review the following fields. Save and close the record.

   	Field Name	Special Function
   	PO Amount	Automatically comes from the Amount field on the Purchase Order.
   	Previously Invoiced	Automatically filled with sum of all Invoiced Amounts from invoices previously attached to the PO
   	Invoice Total	Automatically filled with the sum of all Invoiced Total Cost fields from the Invoice Detail records. (shown below)
   	Remaining Amount	The difference between the Previously Invoiced field and the Invoiced Total field.
   	Retainage	Enter the amount of money to be retained from this invoice until the project is complete.

Add an Invoice Detail Record

1. Select a record in the Purchase Order grid
2. Right - click in the Invoice Details grid
3. Select Add Record. The following window will appear.

   

4. In the Line Item field enter the invoice line item.
5. Click the PO Item Number button to select a Line Item from the PO.

• The following fields will be filled out automatically from the PO > Line Item record

  	Invoice Detail field	PO > Line Item field
  	Product Description	Product Description
  	PO Units	Quantity
  	Unit of Measure	Unit of Measure
  	PO Unit Cost	Unit Price
  	PO Total Cost	Total Price

• The Previous Units and Previous Total Cost are calculated from all other invoices linked to this PO Line item.
• Fill out the Invoice Units field with the number of units this invoice Line Detail record is paying for. The following fields will be calculated

  	Field Name	Function
  	Invoice Total Cost	The product of Invoice Units x PO Unit Cost
  	Remain Units	The difference of PO Units - Previous Units - Invoice Units
  	Remaining Total Cost	The difference of PO Total Cost - Previous Total Cost - Invoice Total Cost