The steps below detail how to read in and match a Purchase Order or Goods Received Note with a Supplier Invoice.
When creating a Supplier Invoice, before moving to the body of the invoice, if Attaché detects that there are current goods received notes for this supplier, a message asks: "Do you want to Read in Goods Received Notes?" will appear. If you have entered any part of this invoice as a goods received note you must select Yes to read in, otherwise you will duplicate that entry.
The goods received notes for the supplier will be displayed as per screen shot below:
You can select to read in any number of goods received notes into an invoice. There are two methods of selecting the documents or lines on the documents that you wish to read in:
Read in the whole document: Click Select (F7) when the document number is highlighted, or simply click on the document number.
To read in individual lines:
Click Line (F5) when the document number is highlighted and then Select (F7) or click on each individual line required.
Click Finish (Esc) to move back to the original selection screen.
Confirm each line to be read in by pressing Confirm (F8) on the document or line highlighted. Confirm allows you to modify the quantity or price as each line is read in. This limits the number of postings made to both the Products and general ledger files. You enter the product code from you input document, the details will be automatically displayed for that line, make any adjustments required and then accept the line.
Once a document or line is flagged as being selected you can select Deselect (F7) to undo the selection when this line is highlighted.
Once all goods received notes have been selected for read in, press Accept (F9) to complete the selection. A message will ask "You have selected to read in X Goods Received Notes. Is this correct?". Answer Yes to accept or No if you need to change your selections.
When all goods received notes required have been read in, check that all lines on the invoice are correct and modify any lines if required, for example, if only part of the Goods Received Note quantity has been invoiced, then reduce the quantity to the invoiced amount. The Goods Received Note will be updated to recognise the outstanding quantity.
Once you've entered and accepted the final line on the invoice, click Finish (Esc).
Click Accept (F9) to complete the invoice.
Click Close (Esc) to return to the menu.