Master Your Finances with Our Invoice Reconciliation Template Excel for Purchasing

Invoice reconciliation template excel for Purchasing

in the previous video we saw how we can enter the different types of orders in the retail business manager excel template in this video we are going to see how we can generate invoices and purchase orders and how we can customize them and export or print them very very easily so now let's get started so now we have already gone through in the previous videos how we entered all this data in the relevant input sheet settings the list of products the prices of the products partners involved in the business the order header information and the details of the orders that we have and now what we are going to see now is the invoice sheet first and the invoice sheet if you enter let's say for example an order number that is not present in in your order table then you will see a warning like this saying it's not a sale or a quote order so do you really want it and you should enter a valid order number you can see that the invoice is getting populated automatically with all the relevant information and if you want any of this information to be changed for example any of these fields to be different then you can change it and then it'll automatically update here and let's say for example for this one I would want the ID of the partner or if I don't want anything then I check the delete so the ID does not appear that's how you can customize the fields very very easily the all the the partner information will be here and here and the order information will be here and then as we scroll down we will see the specific line items in our order and you we've already customized a little bit in the previous video where we put the quantity first and then the description and the unit price and all this and you can change the format of any of this for example if I want to change the format of this specific cell and you can click there and then change it to something else you can similarly change it this is in a date format if you don't want the date format like this you can go to more number formats and choose any of the other and then the specific cell will be updated the this sheet itself is protected you can't edit the these value for example you will see that a formulas here so if you try to edit it you will get a message like this and so don't worry about messing up the sheet because it's built in such a way that you can choose which field you want to display without impacting any of the calculations negatively so the template is very customizable that way we saw in the previous videos how we can change the logo as well so the the customizable invoice is very very effective because regardless of the type of business you have you can make the invoice suit your business now the other important piece of this template is the inventory availability check so this is a sale order and we can see that both products we have enough inventory as of 6th May to fulfill the order this is great so the template says that the inventory we have available at the end of the day is this the day before we had this many on the specific 6th May we will have so many sales we will have so many purchases so this is all coming adjustments and this is all coming from the data that we entered in the order details sheet now let's imagine that let's go back to the order headers the purchase order which was supposed to receive on 5th May we are using that to sell on 6th May but let's assume that the purchase order they say it won't come on time it will be 6th that it will come so when you enter 6 to me here now let's go back to the invoice now you'll see that the inventory availability has changed and this is because now you can see the message here two products need transactions on the expected day in order to fulfill these two products will need the purchases coming on 6th May in order to fulfill so it means that it's just a warning you you will be able to fulfill the sell sale order but you are dependent on purchases happening that day so if you don't receive the purchase order p1 then you will not be able to fulfill this order let's think about another scenario where the purchase order instead of coming on 6th May let's say it comes on 7th May so that means only 7th May you will receive all the inventory to fulfill so now you will see the message stating that the order cannot be fulfilled the order cannot be fulfilled because you don't have enough inventory on the 6th May so these are the three different possibilities you can have availability available or there can be a warning symbol or there could be not available to fulfill so these are three statuses so it's very important that you look at this before you commit to a sale order that's the purpose of having all these inventory calculations in place to make the right decision if for example the order cannot be fulfilled so what are the options you have you have two options one is you can negotiate with the customer and then change the expected date of the sale order let's say you commit to the customer now I can only give it to you on Kate if the customer accepts then that would be okay because you will have enough inventory on the 8th to ship to the customer the other possibility is that you somehow get the the supplier to supply early or you put a new order to another supplier for example to get the products earlier than 6 May so that you can fulfill the sale order so this is how you can manage the in such a scenario so now we saw how the invoice is automatically calculated even even the fields here can be customized and you can choose one of these available fields that the invoice sheet by default shows the 25 line items in page one and then as you scroll down you'll see this page too and if your invoice has more than 25 line items then this will be populated so when that populates one thing we have to make sure is that we have two when we print we have to include the sec Paige so now let's see how we can print our invoices so we go to the file print or ctrl P and then you will see the invoice you will see that only one page appears because by default it is set to print one page because most of the orders for a small or medium-sized businesses could be less than 25 line items it is set up that way but if in your business in some orders if you have more than that you could definitely change that we'll see how shortly but if you are printing it you just print it like this and if you are exporting to PDF head export click PDF and then you can choose specific a folder where you want to save the specific PDF and then you can rename the PDF and you could for example call it invoice number one or something where you put the invoice number on the page name so that you can remember and easily identify that in the future so this is how you can publish to PDF and it'll get saved and then you can email it to your customer if needed and I would also recommend saving this on a regular basis in your local computer because you will always have access to the invoice as it was when you sent it to the customer keep in mind this template is is always updating based on the information that you have here but it's good to have a backup where the exact version of the invoice as you sent to the customer on that day is always good to have for reference so definitely exported to PDF and save it in your local computer use your invoice number on the file name of the PDF for easier reference ok so now we saw how we can print one page by default if you want to print for two pages then what you would have to do is to select the second page and then go to page layout print area add to print area so now let's go back to file print you will see that you see two pages now available for printing this is the first and this is the second and again when you print the borders will up you're fine and you can export it to PDF again similarly then both pages will now get exported into your PDF so now that's how we can print to pages and let's go to the purchase order everything works exactly the same except two things one is the fields displayed here are slightly different from a purchase order to an invoice and the second difference is that the there is no inventory check like we have in the invoice those are the only two differences you can customize the fields the same way you can if you don't want a specific field just hit delete and it'll disappear you can change the formats just click on the sell go and change the format as you need change the logo the same way and all of this works by just typing in an order number you may get a warning if there is no such order if you have an order you put the order number it will get updated instantly so this is how it works the same number of pages so if you have more than 25 line items in an order you want to add the second page too when you're printing otherwise by default only one page will be printed and it'll be for 25 line items so now that was a quick wrap-up of how you can print or export invoices and purchase orders very very easily in this retail business manager excel template if you have any questions about any of the things that we talked about in this video please leave them in the comments and I'll be very happy to respond thank you very much for watching this video