The Stockagile panel allows you to manage PURCHASE INVOICES and SUPPLIER PURCHASE IN VOICES. To do this, you must have previously created a purchase order and received the goods.
On the PURCHASES screen in the INVENTORY module you will find the record of purchases made from your suppliers. Select the purchase you want to manage and look at the tabs below the purchase reference: SHIPPING CARDS and INVOICES.
Delivery notes management
In the list of delivery notes you can modify which columns to display, and you will have at a glance the information of the delivery note, even if there is a document attached to it:
On the packing slip page, you will be able to see the list of packing slips related to the purchase as well as generate a new packing slip. Clicking on it will open a new screen with the following fields pre-filled or to be filled in:
Status: Status of the delivery note (draft, received)
Serial number: Serial number of the autogenerated delivery note, it can be configured as discussed above from Default serial number configuration.
Source code: Supplier code for this same delivery note.
Shipment date: Date of shipment by the supplier. It can be used at the moment the supplier confirms the shipment, so you can control the day of departure in the calendar.
Expected date: Expected date of receipt. It can be used at the moment the supplier confirms the shipment, so you can control the arrival day in the calendar.
Created by: User who created the packing slip.
Received by: User confirming receipt of stock.
Now is the time to confirm what you are receiving, it can happen in many cases that you do not receive what you ordered at the beginning, and it can also happen that you have already received something in previous delivery notes. To control this, just in the box of each variant, you will see two little boxes that indicate what you order and what you have already received. Once you have entered all the stock that has arrived you will click on the CONFIRM button.
As extra options, you can print the delivery note (with or without economic valuation), you can initiate a transfer if you want to send it all to another warehouse, and you can upload the file or photo of the supplier's delivery note at the bottom left of the page.
At the bottom you can see a SUMMARY of the purchase cost and upload the file containing the packing slip or other related document. Once you have confirmed that the packing slip and purchase order are correct you can create or link an INVOICE to the packing slip. To do this you must go to the bottom of the page and select one of these two options:
New invoice: Create from this step an invoice related to this purchase order.
Relate invoice: You can select a previously created invoice and relate it to this purchase delivery note. In addition, from here, you can edit, unlink and delete the related invoice from the delivery note if necessary.
If you want to create it from this step click on new invoice and to edit it click on view invoice.
Invoice management
Selecting the invoice in the order invoice list, you will find the following fields:
Contact: Supplier name.
Billing address: Address linked to the billing of the purchase
Billing Date: Date billed
Due date: Payment deadline
Tax addresses: Tax address of the company (which may be different from the billing address)
Serial number: Invoice serial number
Invoice concept: Free field to specify invoice details
⚠️ Note: changes you make to the invoice are saved automatically — there is no longer a save button to click.
In the INVOICE LINES section you can fill in free fields and refer to the concepts that appear on the invoice that do not properly belong to the purchase order, such as transportation.
⚠️ Note: The added lines do not subtract the stock of the products.
In this same section you will find the ADD DELIVERY NOTE and ADD LINE buttons. Selecting ADD DELIVERY NOTE adds the chosen delivery note directly as a new line of the invoice (a selection pop-up no longer opens).
You will then see a summary of the COST OF THE INVOICE with the cost of the stock, the VAT imposed on them and the purchase total. You can also record interesting information such as the invoice payment method, possible discounts, notes and the option to exclude taxes or mark the equivalence surcharge.
From the top of the screen you can download the invoice as a PDF instantly using the Download button, or send it directly with the Send button.
⚠️ Note: Once the invoice is issued, it cannot be modified, a corrective invoice must be made or canceled.
