Manage Vendor Invoices

OrderTrac allows you to track the vendor invoices for each item so you can accurately track the total cost of the item as well as which invoices have been received, paid, etc.

There are several ways to get to the vendor invoices page:

• In the Items section of the main menu, click Vendor Invoices
• In the options menu for an item on the Items page, click Vendor Invoices
• On a purchase order, in the Options menu for an item, click View Vendor Invoices

Lets take a look at the purchase order option. Here we have a pending purchase order. As we can see, the expected cost has been entered for the manufacturer. Click the blue options button and click View vendor invoices.

This brings us to the vendor invoices page. The left hand pane already has the item selected since we came to this page directly from the item. The middle Item Vendors pane will include details about this item including the item vendors:

These item vendors were set when the purchase order was created. The purchase order allows you to select the manufacture, finish, and transport vendors as well as an expected cost each. These are the 3 vendors that were selected on the PO. The vendor invoice status is what is displayed on the right column of the vendors list. As we can see here, the vendor invoice has not been received for any of these venders. If you click on a vendor, you will have the opportunity to edit the vendor invoice details on the right hand panel:

Here we can enter the invoice status, invoice number, date the invoice was received, and the cost the vendor is invoicing you for. Lets say we just received an invoice from Westpoint Woodworking for this item, item ID 1070. The invoice status is updated to Received, invoice number is entered, and the actual cost is entered.

The Cost field may already include a number if you entered an expected cost on the purchase order. You can just update this value once you know the actual cost. Click Save to save these vendor invoice details.

Repeat these steps for each vendor as you receive an invoice from that vendor. Here we can see what it looks like once we mark the Manufacture vendor invoice status as received, while the transport vendor invoice is paid. This helps you track the status of each vendor invoice to make sure you are not double paying for items. This also helps you track the total cost of an item. So here we can see the total cost each of this item is $200. This is a sum of the cost of all vendors for this item.

This allows you to track total margins for each item as well as run reports such as the Cost of Goods Sold report.

A vendor may invoice you for multiple items at once, so you can use the search fields at the top of this page to edit vendor invoice data for other items too. The most common field to search by will probably be the PO Number field. Usually the vendor invoice will invoice by purchase order, or they will at least include the PO number for each item on the invoice. Enter this PO number in the PO Number field and click Search. In this case, there was 1 item found with this PO number. You select the item from the left pane, select a vendor from the middle pane, then edit vendor invoice details from the right pane:

Now, if we were to run the Cost of Goods Sold report, we can see the total cost for this item is included ($200) as well as the margin (33%):