Phreesoft Support Forum

Hi Dave, I have been inputting some received items on purchase orders " Purchase / Receive "
I ticked " Waiting Invoice " and later I closed the purchase order, everything is correct so far the inventory goes, but how to pay those orders ? I can not see how I can enter a invoice number or a invoice without making a double entry. When I go to " Pay Bills " all the invoices are greyed out, if go back and un-tick " Close " no difference.

1 ) First I would goto " Purchase Order Manager " and I select the correct purchase order
2 ) I click on " Receive "
3 ) Tick " Waiting Invoice "
4 ) Then I close the purchase order so the inventory is moved for item on order to qty on hand.

Now I can not pay all the areas are grey even if I update the purchase order and un-tick " Closed " same, I'm worried if enter it all again and this time I don't tick " Waiting Invoice " , it would be double entry, and beside one of the orders has some 30 lines.

How to do it ?

To pay the invoice, you need to edit the purchase/receive, enter an invoice number and un-check the waiting box. You can then re-post (Save) the purchase/receive. PhreeBooks will back out the first purchase/receive and post the new transaction with the invoice number. Go to Bills -> Pay Bills and the invoice should be ready to pay.

Dave

I'm completely lost here, sorry.

When I goto the purchase/receive and find the related supplier, there is nothing with " Waiting Invoice " and nothing there can be eddied only I can select the supplier and then you can put the items received, and then put a invoice number, but this create a double entry, such if I beforehand received 900 parts, and ticked " Waiting Invoice " I would now have 1800 parts.

If I goto " Purchase Order Manager " then I can find the related purchase order, but I can only un-tick " Close " and that does not help at all.

So now we don't enter the stock items before we have invoice, which creates problems, but it is the only thing there works.

Perhaps I'm doing something wrong ?

If you Open a posted entry, the original entry is removed and the edited version is reposted with the updated information. You will not get a double entry. The search icon by the vendor ID field is for newly created entries. The Open icon in the toolbar is used for editing previously posted entries.

the sequence is something like this:
1. Enter a Purchase Order. Save it.
2. When inventory items are received, navigate to Vendors -> Purchase/Receive.
3. Enter the vendor ID (or a portion of) and press the Search icon (the magnifying glass).
4. A popup should open with your matches and you will see a drop down box on the right on the line of the vendor with the open PO number on it.
5. Select the PO to receive and the popup should close and the Purchase/Receive form should be filled with the items from the PO.
6. Enter the quantities received for each line item. If you don't have an invoice, press the waiting box and save the invoice. If you have an invoice enter it and Save the Purchase/receive.
7. When an invoice arrives, navigate to Purchase/receive and press the Open icon. A popup will appear with the posted entries for the current period. Un-check the Waiting for Invoice box and enter the invoice number from the vendor. Press the Save icon and the transaction will be updated with the new information.

Dave

Hi Dave and thanks for your paitince with us. Yes the key is to click the open icon after having selected the vendor then the original purchase order shows, and then un-tick the " Waiting Invoice " put the invoice number, and now it shows up in " Pay Bills " Solved.

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