The Purchase Vendor Invoice function allows you to enter and manage invoices from vendors for purchases related to Job Projects, ensuring proper cost allocation. The steps are as follows:
- Navigate to Job Projects > Costs > Data Entry and select the Purchase Vendor Invoice item. Sapphire one will display the Purchase Vendor Invoice Entry screen, ready for data entry.
- From the Details page enter the following details.
- In the Details area, enter the Vendor ID and any other required items.
- Next go to the Tracking area and check that the Date In and Delivery dates are correct. Check or enter the Invoice Nº and Order Nº and enter any other details as required.
- Add Inventory items by clicking on the green + button or use the Command / key combination.
- Use the wildcard search options to locate items, or type part of the product name followed by the @ symbol. This will search for the corresponding Inventory ID.
- If the selected Vendor has a Job Project associated with their master record, SapphireOne will automatically populate the Project ID in the Project data entry field.
- For Vendors without a linked project, you will need to manually enter the Project ID in the Project data entry field.
- Enter the Quantity required for each item. SapphireOne will automatically enter the Rate as set up for each Inventory Item.
- You may overwrite this and enter the rate manually if required.
- Next click on the Page menu and select the More Details page.
- Enter details as required into the Text Details and Delivery Instructions areas as required.
- Check and enter data as required into the remaining areas on this More Details page
- Save the new Purchase Vendor Invoice by clicking on the Green tick button on the main toolbar.
For more detailed instructions, please refer to the Job Projects > Costs > Purchase Vendor Invoice article.