Purchases invoices are received against purchase orders to account for debt to suppliers and to ensure that your inventory has the correct asset value.
- Open the Purchase Order.
- Confirm the prices, quantities, taxes and total match the invoice which has been received.
- Check the tax date and the payment due date match the invoice.
- Click Receive invoice.
- Enter the supplier invoice reference and click the green submit button.
Once you've received an invoice against a PO, it will be locked. A purchase invoice can only be received where the inventory status is "not received", or "received in full".
Where a single purchase invoice relates to multiple purchase orders, a batch invoice can be entered.
Where multiple invoices have been received for the same purchase order, the line items will need to be split on to separate purchase orders before the invoices can be received.
Single invoice for multiple purchase orders
If a supplier sends a single invoice for multiple orders raised in Brightpearl, that one invoice can be batch received against all of the orders. This will add the accounting and balance on the supplier account for a single invoice at the same time as marking all the orders in Brightpearl as "invoiced received" with the same invoice number.
All orders must either have no inventory received or all inventory received. When batch invoicing, the orders can be a mixture of the two - but none of the orders can be 'part received'.
- From the purchase list, filter to show POs from a single supplier.
- Select the relevant orders and click Batch invoice.
- If you need to make changes to any of the orders, open the orders individually.
- Confirm amounts and dates, enter the supplier invoice reference and click Process Purchase Orders.
A video shows this in action:
Handling multiple invoices for a single purchase order
In Brightpearl it is possible to receive only a single invoice against a purchase order. If multiple invoices relate to one order, then the order may be split using the "split to back order" option.
It is only possible to split inventory items which have not been received into stock. In order to avoid issues with FIFO cost accounting we recommend that you enter a bill for additional invoices with reference to the original order. If you were to un-receive, split and then re-receive you are potentially causing issues around the accounting as Brightpearl uses the first in first out (FIFO) costing method.
Dealing with discrepancies
Here we are assuming that any discrepancies have been checked and confirmed with your supplier.
Quantities are different
The invoice shows more items
Increase the number of items on the order in Brightpearl to match.
If the inventory has already been received in full, increasing the quantity will cause the order to become only partially received and so the invoice cannot be received. In this case, the unreceived item must be moved onto a back order. The invoice can then be batch received against both the original and back order - see below.
The order shows more items than the invoice
If the inventory hasn't been received into stock the quantity can be easily reduced on the order. However, if the items are actually still on order with your supplier you should instead split them to a back order to ensure you retain a record that they have been ordered and are awaiting delivery.
If the inventory has been received into stock you will not be able to change the quantity on the order. This could indicate that the incorrect number of items were received into stock or that a separate invoice will be sent for those items. If the incorrect number of items were received into stock then they can be unreceived (as long as they are still on hand) and then the invoice received. If an additional invoice is being sent for those items it is best to simply enter a bill for that invoice with reference to the original order. This is because received items cannot be split onto a separate order - if you were to unreceive, split and then re-receive you are potentially causing issues around accounting as Brightpearl uses the first in first out (FIFO) costing method.
Prices are different
If there are variances in the order prices, update your order before receiving the invoice.
When the invoice is received, 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 uncheck 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.
If the inventory has already been received then it would have been added into stock at the asset value based on the price on the order at that time. If the prices are changed, then the asset values will be automatically corrected when the invoice is received.
Updating price lists
If prices have been updated on a purchase order, you will be given the option to automatically update the relevant prices lists when the invoice is received (not supported for batch invoicing).
The default "Cost" price list and, if different, the price list selected on the purchase order (defaults to supplier's price list) will be available to automatically update.