This article describes how to partially receive and partially invoice in a purchase order.
Purchase order with partial receipt, Purchase order with partial receipt and partial invoicing
The following shopping examples are built on the preferences below.
Go to Company/Maintenance/Preferences
Note! If you change the preferences, it is recommended to restart Uniconta.
Between each document update (delivery note, order confirmation etc.) it is recommended to select the Update button on the ribbon, which will ensure that various fields etc. are updated before the next document update.
We order 10 pieces, but our supplier only has 4 in stock. We want to receive these immediately.
We may have sent a requisition or order confirmation to the supplier, but we do not include it in this description.
When we receive the item and delivery note from the supplier, we open the order and enter the received quantity in "Receive now"
Click on Save
Update the delivery note with the quantity received, which updates the stock.
Select Document/Following slip. To update the inventory, check "Update inventory status".
The delivery note looks like this. (Standard "Invoice layout" is used, you can choose to remove prices)
When the remaining items are received in stock, open the purchase order and go to the lines.
"Received" shows the number 4, as these have been received. "Remaining" shows the number that are remaining and can now be received.
To receive the remaining 6, enter 0 or 6 in the "Receive now" field. 0 takes the rest of the number.
NOTE! If you do not receive all 6 remaining, you can choose to enter a different number, e.g. 5, where the rest will be 1.
Click on Save
Select Document/Following slip. To update the inventory, check "Update inventory status".
The delivery note looks like this. (Standard "Invoice layout" is used, you can choose to remove prices)
You can then invoice the item.
Select Document/Invoice or Create invoice, check Simulate if you want to view the invoice before final invoicing. Then uncheck the box and invoice the order. Remember to enter the supplier's invoice number.
The invoice looks like this. (Standard "Invoice layout" has been used)
We order 10 pieces, but our supplier only has 4 in stock. We want to receive these immediately.
We may have sent a requisition or order confirmation to the supplier, but we do not include it in this description.
When we receive the item and delivery note from the supplier, we open the order and enter the received quantity in "Receive now"
Click on Save
Update the delivery note with the quantity received, which updates the stock.
Select Document/Following slip. To update the inventory, check "Update inventory status".
The delivery note looks like this. (Standard "Invoice layout" is used, you can choose to remove prices)
After updating the inventory, the order line looks like this
You will now receive an invoice for the delivered quantity, 4 pieces.
In order to partially invoice the 4 pieces, you must leave the 4 in "Receive now".
The invoice looks like this. (Standard "Invoice layout" has been used)
The 4 pieces are now invoiced.
The lines on the purchase order show the following
When the remaining items are received in stock, open the purchase order and go to the lines.
In "Remaining" is the number that are remaining and can now be received.
To receive the 6 remaining in stock, all you need to do is update the delivery note in the inventory.
NOTE! If you do not receive all 6 remaining, you can choose to enter another number, e.g. 5, in the "Receive now" field, where the rest will then be 1.
Click on Save
Select Document/Following slip. To update the inventory, check "Update inventory status".
The delivery note looks like this. (Standard "Invoice layout" is used, you can choose to remove prices)
The line looks like this
You can then invoice the item.
Select Document/Invoice or Create invoice, check Simulate if you want to view the invoice before final invoicing. Then uncheck the box and invoice the order. Remember to enter the supplier's invoice number.
If you have several electronic receipts in the physical inbox with the same purchase order number entered, you will be able to select in the invoice prompt which of these purchase invoices should be linked to this partial invoicing. This is done in the Physical attachments field. Read more about this in the article about physical attachments (inbox) here.
The invoice looks like this. (Standard "Invoice layout" has been used)
Click Save and go to lines
Click Add lines/items
You can now purchase for the Project. If you want to purchase for different projects, you can select the project per line.
If you purchase for a project, you can add a sales price. The sales price will then be transferred to the project item. The sales price is not transferred to other places.
Note! If you change the preferences, it is recommended to restart Uniconta.
Between each document update (delivery note, order confirmation etc.) it is recommended to select the Update button on the ribbon, which will ensure that various fields etc. are updated before the next document update.
Indkøb with partial reception
Go to Vendor/Purchase order Add an order, fill in the relevant information Click Save and go to lines Click Add lines/items
We order 10 pieces, but our supplier only has 4 in stock. We want to receive these immediately.
We may have sent a requisition or order confirmation to the supplier, but we do not include it in this description.
When we receive the item and delivery note from the supplier, we open the order and enter the received quantity in "Receive now"
Click on Save
Update the delivery note with the quantity received, which updates the stock.
Select Document/Following slip. To update the inventory, check "Update inventory status".
The delivery note looks like this. (Standard "Invoice layout" is used, you can choose to remove prices)
When the remaining items are received in stock, open the purchase order and go to the lines.
"Received" shows the number 4, as these have been received. "Remaining" shows the number that are remaining and can now be received.
To receive the remaining 6, enter 0 or 6 in the "Receive now" field. 0 takes the rest of the number.
NOTE! If you do not receive all 6 remaining, you can choose to enter a different number, e.g. 5, where the rest will be 1.
Click on Save
Select Document/Following slip. To update the inventory, check "Update inventory status".
The delivery note looks like this. (Standard "Invoice layout" is used, you can choose to remove prices)
You can then invoice the item.
Select Document/Invoice or Create invoice, check Simulate if you want to view the invoice before final invoicing. Then uncheck the box and invoice the order. Remember to enter the supplier's invoice number.
The invoice looks like this. (Standard "Invoice layout" has been used)
Indkøb with partial receipt and partial billing
Go to Vendor/Purchase order Add an order, fill in the relevant information Click Save and go to lines Click Add lines/items
We order 10 pieces, but our supplier only has 4 in stock. We want to receive these immediately.
We may have sent a requisition or order confirmation to the supplier, but we do not include it in this description.
When we receive the item and delivery note from the supplier, we open the order and enter the received quantity in "Receive now"
Click on Save
Update the delivery note with the quantity received, which updates the stock.
Select Document/Following slip. To update the inventory, check "Update inventory status".
The delivery note looks like this. (Standard "Invoice layout" is used, you can choose to remove prices)
After updating the inventory, the order line looks like this
You will now receive an invoice for the delivered quantity, 4 pieces.
In order to partially invoice the 4 pieces, you must leave the 4 in "Receive now".
The invoice looks like this. (Standard "Invoice layout" has been used)
The 4 pieces are now invoiced.
The lines on the purchase order show the following
When the remaining items are received in stock, open the purchase order and go to the lines.
In "Remaining" is the number that are remaining and can now be received.
To receive the 6 remaining in stock, all you need to do is update the delivery note in the inventory.
NOTE! If you do not receive all 6 remaining, you can choose to enter another number, e.g. 5, in the "Receive now" field, where the rest will then be 1.
Click on Save
Select Document/Following slip. To update the inventory, check "Update inventory status".
The delivery note looks like this. (Standard "Invoice layout" is used, you can choose to remove prices)
The line looks like this
You can then invoice the item.
Select Document/Invoice or Create invoice, check Simulate if you want to view the invoice before final invoicing. Then uncheck the box and invoice the order. Remember to enter the supplier's invoice number.
If you have several electronic receipts in the physical inbox with the same purchase order number entered, you will be able to select in the invoice prompt which of these purchase invoices should be linked to this partial invoicing. This is done in the Physical attachments field. Read more about this in the article about physical attachments (inbox) here.
The invoice looks like this. (Standard "Invoice layout" has been used)
Indkøb with payment before receipt of goods/invoice
If you need to pay for your goods before you receive them and maybe even before you get an invoice from your supplier, i.e. you want to post a prepayment to your supplier, you can do this:- Create a purchase order under Accounts payable/Purchase order
- Enter lines on the purchase order corresponding to the items you need to order from the supplier
- Then enter two lines without an item number, but where the Expense account field may be filled in with a financial account for prepaid costs, with + (plus) and - (minus) the amount to be prepaid. See example below
- Uncheck the Billable field on all lines other than the line with the prepayment (see screenshot above) and select the Save to tape button
- Now post a purchase invoice on the purchase order. The line with the prepayment will be posted and removed on the purchase order if you have chosen to delete complete invoiced lines. A payable item has been posted on the vendor and this is offset on the account you entered as an expense account on the purchase line. The other lines will still be on the purchase.
- Post a goods receipt or partial receipt as described above. Remember to check the Invoiceable box again on the lines you want to receive goods.
- Post a purchase invoice as described above. Remember to mark the Invoiceable field on the line with the prepayment offset. When the invoice is posted, the invoice amount will only be equal to any difference between the prepayment amount and the full invoice amount. The amount on the prepayment account will be posted with the opposite sign than before, so that this account then goes to 0. Stock additions are posted as normal.
Indkøb to project
It is possible to buy directly into a project. Go to Accounts payable/Purchase order Add an order, fill in the relevant information. Including Project and Project type
Click Save and go to lines
Click Add lines/items
You can now purchase for the Project. If you want to purchase for different projects, you can select the project per line.
If you purchase for a project, you can add a sales price. The sales price will then be transferred to the project item. The sales price is not transferred to other places.