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[Music] and most companies actually use a quote and convert it to an order because they have a more decentralized approach so we'll walk through that we'll create a quote first and [Music] usually you're going to create it for gl accounts um most people at least our company our customers use semi-ops to purchase items so they're they're using um they're only purchasing expenses non-operating type activity um so we'll do say one for 1000 and then um you can attach documents so let's say you've got an actual quote from a vendor or some some rationale behind the purchase if it's a large purchase you can attach justification or or or quote any kind of document that makes sense you can add notes here so that the person who's approving it has some detail we discussed this yesterday it is in budget and then you would pick who you want to who you would want to approve it and submit the submit it for uh submitted for approval let's say it's already um approved then it'll change the stat there's three statuses there's open which means you're editing it the quote um not that shouldn't pretty much most people are going to edit it and submit it pretty quick so you shouldn't have any that are an open status as soon as you submit it it's going to say pending approval that means it's out for approval by one or many people and then once it reaches the person who has the enough limit to approve that amount it will say release that means it's released means it's completely approved ready to convert to an order so we'll go ahead and somebody in finance will go and look for any released quotes and click on so now all the quote is associated with uh with this documents um and there's uh there's a quote number right there all the approvals associated with it are tracked and it takes so long with it obviously the uh that the document any documents that are attached or the amounts and now it's ready to proceed uh it will send it to the vendor so you can print this um send it out to the vendor sometimes people like to change the status to release once they have sent it to the vendor that's more of an internal notification that you have actually provided to the vendor and that you want to be careful of making any changes at this point you've the vendors accepted the po they're doing the work based on that price so any changes to that order really need to be resubmitted as a as an updated purchase order um and then and then now you're waiting for the invoice to come in and you process it basically i'm going to show two ways of processing um an invoice from a purchase order in this particular invoice this has already uh invoiced 25 out of 50 so we'll uh say invoice 15 one way and 10 and another way okay so once again i'll uh put it look at the invoice number and now we'll invoice 10. [Music] and it will do receive and invoice at the same time okay so now we've got 15 left of the 50 to invoice and that invoice abc is already in posted purchase invoices already posted we didn't edit anything it just um invoiced the uh the 10 at uh um at five thousand so fifty thousand dollars now let's say we wanted to uh actually edit the invoice or route it for approval so this time um we'll create a new one abcdef and then we'll just go ahead and uh receive the remaining 15. so we'll go posting post and this time we'll click receive only okay so now there's nothing left to receive but 15 left to invoice note the vendor number here vendor is fabricam go over to purchase invoices and create a new invoice for um fabrikam okay um put in the invoice date this time we're going to pull in uh now we're on the invoice so one we can route it for approval by selecting the approver then we can get the line so um we want to get lines from a receipt so we go over to the line click on functions get receipt lines and generally you only have one open receipt because you're going to be creating the invoice pretty much right after you receive it so you click ok and it pulls in that 15 uh that's the quantity of 15 here and then maybe i have to add some um uh say freight maybe i want to um our shipping we have an account let's look for a good job it's called processing fees and maybe they charge us the hundred dollars in processing fees so we can add that to the invoice and now we can post this invoice oh you can write it for approval obviously if you wanted to as well so now the po um if we go back in the 17 it's fully and fully received and fully invoiced okay so those are the the two ways to um to process an invoice [Music]