When to Use Invoice Entry Number
Invoice Entry can be used for the following cases:
Ordering Home > Enter Manual Receive > Select Order Guide > check create an invoice at the time of manual receive.
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How to use Invoice Entry:
Navigate to Operations > Purchases > Invoice Entry.
Select the Account, the Sub Account (if applicable), and enter the Amount for each cost account being invoiced and click Add for each line entered.
The invoice accounts must balance with the total entered before posting the invoice
Invoices can also be entered when entering a manual receive. See Manual Receive. |
To view, the Invoice Detail click the View link in front of each invoice and a pop-up window will display the selected invoice and invoice information
Note, editing the fields in the top section of the invoice (highlighted below) will change the originally entered invoice and will not log the change in the edit history log in the "view" Invoice logs. We advise leaving a comment detailing the changes made to this section.
Invoice Summary displays a list of all invoices by Account or Vendor.
Navigate to Accounting > Exports > PPC Export
Once you have defined parameters for the export select the type of export you want to run
Column | Header | Field Definition | Additional DL Internal Information |
Hidden | User ID | For tracking and auditing purposes | |
A | StoreID | CUST ID in Stores Maintenance | Cconfig 89, 1=CUST ID from Stores Maintenance |
B | Invoice Date | For future invoices, this is limited to two days ahead. If more is needed, speak with your Decision Logic Account Manager or Helpdesk | Cconfig 88, 2=Default 2 days |
C | InvoiceNumber | Max 20 characters, preferably only numerical. Must be unique for the vendor and store, however, one unique invoice number can be used across stores. | Some legacy pages may not like letters in the Invoice Number |
D | InvoiceTypeID | Maintenance > General > PPC Maintenance > Transaction Types > ID #. | |
E | VendorNumber | Max 20 characters. Value assigned in Franchisor Maintenance. If no value in Franchisor Maintenance, use-value in PPC Maintenance > Vendors > Vendor Number. | |
F | AccountNumber | Max 20 characters. Value assigned in Franchisor Maintenance. If no value in Franchisor Maintenance, use value in PPC Maintenance > Accounts > Account Number. | |
G | Amount | Invoice Amount. No dollar sign, no commas, two decimal place max. | Invoice “Amount” CAN be entered as 0. |
H | PONumber | Order Number if available | |
I | Comment | Invoice comment if desired | There is likely a limit on how long comments can be. Page will warn, “string or binary data would be truncated” then NOT upload the template, but still say that all invoices were uploaded. |
Other Notes:
RegionID | StoreID | StoreName | InvoiceDate | InvoiceID | TransactionTypeID | TransactionType | TransactionTypeNumber | InvoiceNumber | PONumber | CheckNumber | InvoiceAmount | VendorID | VendorName | VendorNumber | AccountID | AccountName | AccountNumber | SubAccountID | SubAccountName | SubAccountNumber | TransactionAmount | Comments |
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2. Select Detail to return
Store ID | Store Name | Invoice Number | Item Number | Item Description | AccountID | Account Name | Price | Tax | Unassigned |
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Note, as Decision Logic exports invoices, the system will mark those invoices as Downloading. When it's done sending the invoices, it will mark them as Finalized if you have not checked Do Not Mark as Exported or Posted if you have.
Selecting the notification will take you to the Unknown Invoice Items page where you can now assign an Account from the drop-down COGS Account options.
Unknown Invoice Items fall into the unknown category for one of the reasons below:
Note, when you map the unknown invoice items to an Ingredient in Bid File Maintenance, that will not correct historical items that did not have an assignment at the time they were invoiced, but it will prevent the items from appearing on the unknown invoice items list going forward. To correct historical items you will need to select an account from the Unknow Invoice Items page by selecting on the notification or navigating to Exports > Accounting > PPC Invoices> Unknown Items
Note, all electronic distributors that are sending an E Credit memo, need to have the amount for each item total less than $0. That means they should be sent as a negative amount for the E Credit to get reporting in Invoice History. If you are not seeing your E-credits reporting in Decision Logic, you will want to confirm with the distributor that they are being sent with the correct negative amount in the file
Enter General Ledger account numbers from your third party system to populate IDs in Decision Logic exports listed below. Validate all exports with your third party system.
Sales Export
Navigate to POS Admin > POS Set Up > Account ID
request Decision Logic add a Sales Export to your site to use these Account IDs
PPC Invoice Export
For single GL Accounts use PPC Maintenance > Accounts
For Multi-Unit GL Account management use Franchisor Maintenance> PPC Account Number and PPC Vendor Account Number
Inventory Export
Cogs Maintenance > Accounting Category > Category Number for Shelf Extension, you will want to Download Shelf Extensions
Payroll Export
use Franchisor Maintenance to populate Labor or Payroll IDs
request Decision Logic add Payroll Download
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For additional questions or assistance, please submit a support ticket by visiting the Decision Logic Help Center.
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