Current Invoices

The Current Invoices section displays the following information about each pending invoice:

• Vendor Name
• Invoice #
• Purchase Order #
• Check-in #
• Invoice Date
• Other Charges, $
• Amount, $
• Type
• Comments

  

To view more details on a certain pending invoice:

1. In the Current Invoices section, choose the invoice you need and click it.
2. Go to the end of the page.
3. View the details about the invoice. The detailed view of the selected pending invoice consists of the following sections:

• General Invoice Data
• Invoice Items Data
• Incomplete Items
• Cost Exceptions

General Invoice Data Section

The General Invoice Data section displays the following information:

• DUNS #
• Credit
• Comment
• Invoice Type
• Vendor
• Date
• Invoice ID
• Purchase Order
• Other Charges, $
• Total, $
• Created By
• Creation Date
• Invoice Documents

Invoice Items Data Section

The Invoice Items Data section displays the following information:

• Quantity
• Cat NO
• Category Description
• Cost, $
• Retail, $
• Profit
• You Could Save, $
• GPM Range

By clicking each category, you can view the following more detailed data about each category item:

• QTY
• Pack Size
• Cat
• CR Dep
• Price Group
• Promo Group
• Description
• Item No
• Unit Cost, $: The red up arrow to the right of the Unit Cost value indicates the difference between the item's invoice cost and negotiated cost.
• Extended Cost, $
• Retail Price, $
• CM
• Retail Extension, $
• Profit Best price from
• Best price is, $
• Unit Diff, $
• Extended Diff, $

  

Incomplete Items Section

If the Incomplete Items line is displayed in the report, it means that there are items with missing data, such as, CR Department, Category, Retail price, VIN, Unit in Case and so on.

It is strongly recommended to review all incomplete items and reconfigure all missing data before accepting the pending invoice.

To view all incomplete items, click the Incomplete Items line.

To reconfigure the missing data for incomplete item:

1. Check the item's data in the list and find its missing data.
2. Right-click the missing data. In the image below, you can see the item with missing category.
3. From the right menu, select the submenu to reconfigure the item's missing data.
   In our example, the Change Category submenu is selected.

   

4. Select the needed value for the category and click submit.

   

5. To apply changes, confirm the operation for reloading the page.
   Result: The missing data is reconfigured. The item is not included into the Incomplete Items line anymore.

   

   You may also reconfigure the item's missing data directly in the Item Setup form. For more information, see Items.

Cost Exceptions Section

The Cost Exceptions section displays the items that have the negotiated cost, but were sold at different price.

For more information on how to set up the negotiated cost for an item, see Setting Up the Item's Negotiated Cost.

If you need to set all such costs in the invoice to their negotiated values:

1. Click the Apply to cost exceptions Items Negotiated Cost button.
2. Reload the Pending Invoice page.

If you accept the pending invoice with cost exceptions (without settings these costs to their negotiated values), you can use the Cost Exceptions report and create a Credit Memo for such invoice. For details, see Cost Exceptions Report.

The Cost Exceptions section includes the following subsections:

• Overcharged Items
• Undercharged Items

In both sections, the following information is displayed:

• QTY
• Pack Size
• Cat
• CR Dep
• Price Group
• Promo Group
• Description
• Item No
• Unit Cost, $
• Extended Cost, $
• Retail Price, $
• CM
• Retail Extension, $
• Profit
• Negotiated Unit Cost
• Negotiated Extended Cost
• Unit Diff, $
• Extended Diff, $

To view more detailed information on the Overcharged or Undercharged Items, click the corresponding row to expand its data.