When you receive a purchase invoice from your supplier you will need to match it to the original purchase order or orders.
Note: Invoices can only be received against purchase orders that have ALL or NO inventory received. Why?
Match Single PO to Single Invoice
When the invoice is received, the cost of the inventory should be compared to the Purchase Order. You may find that prices may have changed from those stored on Brightpearl. You can then update the prices in the Purchase Order to reflect the actual price paid for the product.
- Search for and open the original purchase order.
- Check the details of the purchase order match the invoice. You can update the original order to match the invoice.
- Click the Receive invoice button.
- Enter the supplier invoice reference number and invoice date.
- The due date is automatically calculated based on the credit terms set on the supplier record. If no credit terms are set it will default to today's date. You can automatically calculate 30 days from the invoice date by clicking the 30 days button next to the date payment due field.
- Specify whether you want to update the cost prices list used on the order as well as your default cost price list. Why would I want to do this?
- Click Receive Invoice.
The purchase will automatically move on to your "invoiced" status, as define in Setup > Purchases > Purchase settings.
Match Multiple POs to Single Invoice
Brightpearl allows you to receive a single Purchase Invoice against multiple Purchase Orders;
Hint: Hold down CTRL and click the PO ID to open it in a separate tab, then you can easily switch back to the summary screen and refresh!
- Go to Purchases > List All Purchase Orders.
- Using the filters to view only Purchase Orders that haven't been invoiced (Order type "Purchase Orders", Invoiced "No").
- Enter the supplier name in the search field or display the results and click their name to filter the report.
- Tick the checkbox next to each purchase order to match the invoice to.
- Click the Batch invoice button.
- This takes you to a screen where you can check the totals, and see the overall amount. If there's a mis-match, then click the Purchase Order ID to open and amend before returning to the summary screen.
- Scroll to the bottom and enter the invoice reference and invoice date.
- Click Process Purchase Orders.
A single accounting journal will be created with the combined data from all Purchase Orders.
Receiving an Invoice for a Bundle Purchase Order
Since the supplier will likely invoice you for the pack, or bundle, you'll need to get clever with how you decide to break up that cost across the component parts. Most of the time, bundle Purchase orders will contain simple bundles. Remove the bundle itself so you just have components, match the prices to the Purchase Invoice then save. Click receive invoice to allocate the PI against the PO in the normal way.
Since the supplier will likely invoice you for the pack, or bundle, you'll need to get clever with how you decide to break up that cost across the component parts. Most of the time, bundle Purchase orders will contain simple bundles.
- Search for and open the Purchase Order.
- Delete the line which is the bundle itself, leaving only the component breakdown remaining.
- Match the prices to the Purchase Invoice then click Save changes.
- Click Receive invoice to allocate the PI against the PO in the normal way.
Variances
Quantities
You can't receive more items than you have on the Purchase Order, so if you need to increase to record an over-shipment, edit the Purchase Order first to add more quantity.
Prices
If there are variances in the order prices, update your order before receiving the inventory. When you click to receive inventory the product cost price will by default be updated with the cost on the purchase order. If you don't want this to happen untick the checkbox before submitting.
If you have already received the inventory you must still update the order prices to be the same as the supplier invoice BEFORE you receive the invoice. Although the inventory was received at the old price, Brightpearl will make the necessary accounting adjustments to account for this difference; posting the difference directly to cost of sales. Although your accounting is taken care of, you will not see an updated value for your stocked items.
Updating Price Lists
When receiving a Purchase Invoice against a single Purchase Order, you also have the option to update the cost price list used on the order and your default cost price list as set in your Inventory Settings. You will probably want to update the actual price list used for purchasing from your supplier so that next time you order you have the correct prices. But why would you want to update you default price list? Your default cost price list is used when you make any adjustments to inventory levels. Let's say you do a stock take and realise you only have 5 of product A and not 6. Not only do you need to reduce the quantity of the item in inventory but you need to reduce the asset value. The value of the item is taken from your default cost price list, if this is blank then the asset value is reduced by zero leaving your assets valuation incorrect. By updating your default price list each time you receive an invoice you can be sure you ot only populate the prices but keep them up-to-date.
Note: Be careful if you're using the same price list for multiple suppliers then watch out for differences in prices.
