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Invoice microsoft for Purchasing

the purchase order processing module in Dynamics GP allows me to create purchase orders receive against those purchase orders and then invoice those receipts let's take a look at how it works to create a new purchase order I'll navigate like this I'll go to transactions purchasing purchase order entry brings up this screen here and I can enter my purchase order so I'm going to tab through this number here over the vendor ID I can look up the vendor or I can key it in I'm going to look it up in the case and select advanced office system's going to accept the currency ID of the US dollar now in purchase order processing I can have as many detail lines as I want to I can start entering them right here in this particular grid so let's look up one item here so the common item i order quite a bit I'll select that I'll tap through here and I'm going to put a quantity in there you can see that automatically takes the unit cost from the last time I purchased it from this particular vendor we're going to select site ID it's going to be the warehouse now this worked easily for me because I had already a relationship between this particular item and the site the warehouse I also had a relation set up between this item and the vendor let me add a new item to this pio and we'll see what happens when that relationship is not set up so I'm going to look up an item and I happen to know that this item here is not already associated with this particular vendor so I'm going to select that it brings up this dialog box here which is saying the system does not have relationship between this particular item and this vendor so I'm going to add that and what that does allow me to add the vendor item if that might be different from my item it also allows me to end up enter a vendor description if I want to do that and I can add additional order information here as well so I'm just going to accept the defaults there and continue going look at the unit of measure and I'm going to change a price here so I could ant enter as many lines as I wanted to in this purchase order and one thing you'll find is that the person solar system in Dynamics GP is very oriented towards the line let's take a look at that I'm going to select a line here and click on this expansion arrow this brings up the item detail screen in here have a lot of dates the system is tracking I also have the purchase general ledger account number this item is already set up to go to this particular account if I wanted to go to a different account I can merely look that up and save it if this was a non inventory item in other words an item that is going to purchase for my own use I would select the GL account that I wanted that debited to when I receive that particular item so this is all I need to do to enter a Pio if I want to print that Pio I can click on the printer icon here now my next step is to receive that Pio and invoice that Pio I've got a couple options there I can receive the Pio and invoice it at the same time the same transaction or I can receive it in and then invoice that at a later time which means I'm going to get the vendors invoice I'm going to apply to that receipt and then post that into my payables so let's take a look at the three-point match the first point being I have an approved Pio that's right here and what I can do is I can go to these actions button here I can receive those Pio line items and then I could invoice them let's do it another way I'm going to access that transaction through the menu appear so I'm going to transactions and I want to receive that item in first so go to receiving this transaction entry and I'm going to tap through here look up my vendor and then I'm going to click on the auto receive this will show me all open POS for this particular vendor here are the two items we just entered I'm going to select these items and I'm going to just accept a to these 10 so I ordered 10 I'm only going to receive 10 what that's going to do is going to leave two of these items on the Pio I'm going to receive that in this little wizard will fill out the receiving transaction screen for me I can look at that I change the quantities I can change the quantities here but I'm going to accept this and I'm just going to post this receipt when I post it this way update inventory and also create a nun invoice receipt for me so now let's go back and pretend that we get the vendors invoice you want to enter that invoice and attach it to the particular receipt so I'm going to go to transactions go into purchasing and enter match invoices it brings up the screen here I'm going to tab down to the vendor document number this is the vendors invoice number it's a required field so I'm going to enter that here tab over to the vendor ID I'm going to look up the vendor ID select the one that I'm interested in now I'm going to click on the auto invoice button up here this will look at all open receipts I can select from this then the one the amounts that I want to invoice the items I want to invoice you can select these two here if I wanted only invoice they only got the invoice for five of these eight items I could change that here I'm going to hit invoice also if I add price change I could enter that price change here let's say I got these for $3 instead when I do that tab off that you can see that I'm going to get this message here it's okay it's also going to put an icon showing that there's a difference between the PIO and the vendors invoice when it came in if I had some additional items here I could add those again when I post this what this is going to do is going to create an invoice in accounts payable it's also going to relieve that receipt for the Mount invoiced off that receipt so I could save this into a batch or I could post it online in real time I'm going to post it right now so the purchase order processing module in Dynamics GP allows me to create purchase orders and I can manage those purchase orders to always be aware of my outstanding commitments and I can receive off those purchase orders and then turn around and apply vendors invoices to those receipts