Receive Goods and Match the Supplier's Invoice

Open the purchase order when the goods arrive. Receive Goods is the next step once the supplier has confirmed the order, and it's offered beside Mark Confirmed when goods arrive before the confirmation does.

Record a Delivery

1. Choose Receive Goods.
2. Enter the Delivery Docket Number. Each line starts at the quantity still due; change it to what actually arrived.
3. For anything the supplier has put on backorder, enter the quantity in the Backorder column. You can note the bin each line goes into.
4. For parts tracked by serial or batch, enter the serial numbers, or the batch number and expiry, on their line.
5. Choose Record Delivery.

Each delivery is listed in the order's Deliveries panel. While lines are outstanding the order reads Partially Received or Backordered, and it reads Received once every line is in.

Lines raised from the Reorder Tray in Inventory are linked to their parts, so receiving them adds the stock to your warehouse. Lines typed onto an order by hand don't change stock.

Match the Supplier's Invoice

1. In the Supplier Invoice panel, enter the invoice number, date and amount ex GST. Leave GST blank to use 10%.
2. Choose Match Invoice. Deployr compares the invoice with the order's total ex GST and shows any variance, in dollars and as a percentage.
3. If the figures differ, say why under Variance Notes. Then choose Approve for Payment, or Dispute to hold it while you sort it out with the supplier.

Approving adds the invoice's cost, ex GST, to the job the order was for, and closes the order once every line has been received. Once everything is received and an invoice is recorded but not yet settled, Match Supplier Invoice in the page head takes you to the panel.

Every supplier invoice still to settle also stands on Suppliers, under Bills, where it can be reviewed and approved too.

Send the Bill to Xero

Once the invoice is matched, Export Xero Bill downloads a file for Xero's bill import, with the supplier, invoice number, lines, tax type and job. It's built from what the supplier invoiced, not what was ordered.