How do I manage and export Invoices?
- Jenn Ferreris
- Jenny Egger (Deactivated)
- Tony D'Agosta (Deactivated)
This article shows users where to access invoices and how to view, edit, delete, and export invoices.
Overview
Decision Logic Purchases are displayed as invoices under Invoice History or Invoice Summary. Invoices can be sent electronically from the distributor, entered with a manual receive, or by Invoice Entry.
Invoice Entry
When to Use Invoice Entry Number
Important Use Cases
Invoice Entry can be used for the following cases:
Invoices can be created for any Vendor that is set up for a store under PPC Maintenance.
Invoice entry can primarily be used to create an invoice for any non-food vendors or paid entities or used as "generic" cost tracking by account.
For Cost of Goods reporting, all Food Vendor Invoices should be done via:
Operations > Direct Order Entry > Ordering Home > Enter Manual Receive > and follow these steps to receive from Order Guide at the time of manual receive.
Invoices can be created for any Manual Receive Order Number where a user forgot to check 'create invoice' at the time of the Manual Receive
You will want to use the Order Number in the P.O. Invoice field to tie the Manual Receive Order to the Invoice you create.
How to use Invoice Entry:
Navigate to:
Operations > Purchases > Invoice Entry
Select the Company, Region, Group, or Store.
Click New Invoice.
Select the Vendor and Type. For example, reg invoice or credit.
Enter the Invoice Number, Purchase Order Number (if applicable), Invoice Date, and Total Dollar Amount.
Click Continue.
Select the Account, Sub Account (if applicable), enter the Amount for each cost account being invoiced and type Comments (if applicable).
The invoice accounts must balance with the total entered before posting the invoice
Click Add for each line entered.
Click Post to post the invoice.
Invoices can also be entered when entering a manual receive. See How do I manually receive orders (invoices)?
View an Invoice or Invoice History
Invoice History displays a list of all invoices by time entered. Users can edit invoices and delete unwanted invoices.
Begin by navigating to:
Operations > Purchases > Invoice History
Select the Company, Region, Group, or Store.
Select a Start Date and End Date.
Select to search by choosing Invoice (Inv) Date or Entered Date. Results will fall between the starting and ending dates selected.
Click Go.
Click the View link next to the invoice.
A new window will display the selected invoice and invoice information.
Edit an Invoice
Begin by navigating to:
Operations > Purchases > Invoice History
Select the Company, Region, Group, or Store.
Select a Start Date and End Date.
Select to search by choosing Invoice (Inv) Date or Entered Date. Results will fall between the starting and ending dates selected.
Click Go.
Click Edit next to the Invoice.
Users will click Edit based on their editing needs or Add additional transactional information.
Editing the top section is used to edit the invoice total.
Editing the mid or lower section is to edit the transaction details.
Invoice Total and the sum of the Transaction Details must match, or the invoice cannot be posted.
Click Post.
Reminder: Editing the fields in the top section of the invoice (highlighted below) will change the originally entered invoice. We advise leaving a comment detailing the changes made to this section.
Delete Invoice
Begin by navigating to:
Operations > Purchases > Invoice History
Select the Company, Region, Group, or Store.
Select a Start Date and End Date.
Select to search by choosing Invoice (Inv) Date or Entered Date. Results will fall between the starting and ending dates selected.
Click Go.
Click Delete next to the invoice.
Click OK.
Invoice Summary
Invoice Summary displays a list of all invoices by Account or Vendor. Begin by navigating to:
Operations > Purchases > Invoice Summary
Select the Company, Region, Group, or Store.
Select to search By Vendor or By Account.
Select to search by Date of Invoice or Date Entered.
Select the Start and End Dates.
Click Next.
Click on a Vendor or Account based on your search parameters.
Select an Invoice to drill into the details.
By Vendor example.
By Account example.
Print Invoice(s)
Users can print single or multiple invoices from the Invoice Summary page. Begin by navigating to:
Operations > Purchases > Invoice Summary
Select the Company, Region, Group, or Store.
Select to search By Vendor or By Account.
Select to search by Date of Invoice or Date Entered.
Select the Start and End Dates.
Click Next.
Click on a Vendor or Account based on your search parameters.
Click Print Selected or Print All, and follow your printer’s directions.
Invoice Export
Begin by navigating to:
Exports > Accounting > PPC Invoices
Select the Company, Region, Group, or Store.
Select all pertinent Additional Filters by checking the box(es) and defining Date Range, such as:
Include Headers
Include Scans
Do Not Mark as Exported:
Checking this box will leave invoice history status as posted and not change it to Finalized.
Leaving this box unchecked will change the invoice history status to Finalized, which will not prevent you from exporting invoices in the future.
Ignore Status:
Check this box to import invoices with the status of Finalized and Posted status.
Export Specific Vendor
Then select the vendor from the dropdown.
Export Specific Dates
Date Entered
Date of Invoice
Then select the Start and End Dates.
Export Invoice Type
Then select the invoice type from the dropdown.
Click either Export, Detail, Unknown, or Status.
Export - This option will return the following headers by default.
Please note results may vary depending on your company-specific customizations to this export.
Detail - This option will return invoice detail by Item Number for electronically integrated distributors only.
Unknown - This option returns invoices that are unmapped within the recent two weeks.
Read the next section to learn more about Unknown (unmapped) Invoice Items.
Status - This option will take you to a new page to Manage and Apply Changes to the Download Status of invoices.
Example Export:
Unknown Invoiced Items
Notifications: In the top right corner of your screen, you will see a bell icon that shows notifications for Unmapped Invoice Items that have been invoiced, but they do not have a COGS account assigned to them. Often, these are subbed items.
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. You can also access this page in Exports > Accounting > PPC Invoices and selecting the Unknown option after defining your parameters.
Unknown Invoice Items fall into the unknown category for one of the reasons below:
Unknown Items are invoiced items that are Substitutions.
Subs will not have Bid File Item Number and will continue to appear under PPC Exports > Unknown items for account category assignment each time the distributor uses it as a sub and does not add it to your bid file.
Unknown Items are items invoiced that do not exist in the bid file with an ingredient mapped.
If the item is a permanent item number change, the customer should request the Distributor update the Decision Logic bid file to include the item.
Once the bid file is available, you will want to map the item Number to an ingredient.
If there are historical Orders for the bid file item Number in Decision Logic prior to the ingredient being mapped, you may want to request a COGS Update via helpdesk@decisionlogic.co to assign historical orders to the newly mapped ingredient.
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 Unknown Invoice Items page by selecting the notification or navigating to Exports > Accounting > PPC Invoices > Unknown Items.
E-Credits
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.
Accounting Exports
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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