Welcome to the Expressway Invoice Entry Guide. This document covers the process of inputting and managing invoices in the Expressway System, allowing you to keep track of purchases quickly and efficiently.
Overview of Invoice Types
There are three types of invoices in the Expressway system:
Electronically Received Invoices:
Most Common: Includes digital copies of invoices from vendors. These usually require minimal manual adjustments.
Typical Vendors: Primary vendors, bread vendors, and transfer invoices (products received from other stores).
Approval Process: Found under the Approve Invoices section. Click "Approve" for each invoice, and handle any exceptions if needed.
Paid-Out Invoices:
Manual Entry Required: For purchases made at local retail stores.
Examples: Store gap purchases for items not supplied by primary vendors.
Input Method: Enter details manually under Add Invoices. Fill in the vendor, date, and invoice number, then input details for each item purchased.
Transfer-Out Invoices:
For Sending Stock: Use when transferring products to another store.
Input Method: Similar to paid-out invoices, but select "Transfer Out" and choose the recipient store.
Best Practices for Invoice Management
Daily Entry: Enter invoices daily to ensure accurate records and maximize features like Express Daily for variance reporting and Express Order for suggested orders.
Timely Follow-Up on Missing Invoices: If an electronic invoice is missing, raise a support request promptly for quicker resolution.
Detailed Steps for Managing Invoices
Approving Electronically Received Invoices:
Navigate to the Approve Invoices tab.
Click "Approve" for each pending invoice.
Handle exceptions:
Item Not Found: Use the search box to find the correct item and confirm. If unavailable, use a category item as a placeholder.
Price Change Warnings: For information only; no action required.
Inputting Paid-Out Invoices:
Go to Add Invoices, select "Cash" as the type, and confirm "Petty Cash" as the vendor.
Input an invoice number, date, and total amount.
Fill in item details using the search box and adjust sizes if necessary.
Use category items for purchases that don't match your vendor’s typical sizes to prevent affecting inventory data.
Inputting Transfer-Out Invoices:
Go to Add Invoices and select "Transfer Out".
Choose the receiving store and input the date.
Add items, using the "Switch Size" option if sending partial quantities.
Confirm the transfer, and the e-invoice will be sent to the receiving store for approval.
Viewing and Editing Invoices
View/Edit Invoices: Access all approved or manually entered invoices under the View/Edit Invoices tab.
Adjustments: You can modify current cycle invoices, except for transfer-in invoices and past cycle invoices. Adjustments to transfer-in invoices require the sending store to delete and recreate the invoice.
Support and Additional Help
If you encounter situations you're unsure of, open an online support request with the Expressway Help Desk for assistance.