Invoice Matching This program is used for invoicing incoming stock, these invoices can be entered in manually, converted from a purchase order, or pulled in electronically from the PharmX portal. See here for an Overview of the Invoice Screen. Invoicing can be split up into two main strands, electronic and non-electronic invoicing. Electronic invoicing is when the purchase order is sent through PharmX (PharmX is the gateway POS Works uses to contact suppliers) then received through Pharmx. Non-electronic invoices are invoices that have not been received though PharmX. Non-electronic invoices will sometimes be referred to as Purchase Order Generated Invoices or Manual Invoices. Click on each title to view guide: Retrieving Electronic Invoice Processing an Invoice Manually Receiving Non-Electronic Invoices From a Purchase Order Checking Orders/ Invoices off with a PDA Reversing an Invoice Before Accepting an Invoice Always check: Quantity of units (look out for carton size)  Balanced Line Cost New Retail compared with Old Retail and flag to update of necessary Invoice Status is Received or Out of Stock Credit Reason- Units Credit Invoice Details Before accepting any invoice you must ensure that the header and footer totals match (including your total invoice value). When you have confirmed that all details match and are correct, continue and Select Accept from the top ribbon bar. Enter your User ID and password to authorise the invoice matching process to complete. Your stock on hand and on order quantities will automatically adjust to reflect merchandise received in. Where the Invoice is linked to a Purchase Order (PO) and some Items have not been received, the PO status will change to Part Invoiced. This means Item(s) that have not been invoiced will stay on order. The system will inform with a Prompt message when this is occurring. By answering Yes will remove the On Order Quantity from any Item(s) in the linked PO that have not been received when processing the invoice. Answering NO will leave the PO Part Invoiced and allow you match against the Invoice when the stock arrives. If you are having issues with a Purchase Invoice, please refer to our troubleshooting guides here. Labelling Label batches from invoice matching will automatically be created when sell prices change. When you select to create a new sell price in Invoice Matching the start date on the sell will always be tomorrow. Label batches can be produced by selecting Yes to the Prompt message after accepting an invoice OR by selecting Labels from the top ribbon bar of an accepted invoice. Items where you have selected to create a new sell price in the invoice will be populated as the Normal Sell in the label batch. The active date of the sell will be based on the setting in Site Configuration as above.  Notes Tab Notes Tab is a tool where you can add notes for future reference if required. This can be useful if something is not how it normally is, Eg: Short supplied, carton damage etc, or if you would like to enter the name of the person who checked off the stock.

Details of the invoice are located at the top of the window. Mandatory Fields must be entered before invoice can be accepted: Supp Invoice # (Supplier Invoice Number) Supp Invoice Total (Supplier Invoice Total) Supp GST Total (Supplier GST Total) Invoice Date This table explains the various different detail columns which can be viewed on the smart grid. Please note that some of these columns may not be shown as the column view is customisable. Because of this the following description table has been arranged in alphabetical order of column header as opposed to the order users may see.   Column Header Description Bonus Qty When processing an Invoice you can enter the bonus quantity of stock received. When the invoice is accepted the SOH adjustment will include the Bonus Qty and the last cost & average cost calculations will be adjusted according to the bonus stock received. Category Displays which category the item is listed under in the item details pane of Item Maintenance. Cost Var The variance between the Cost Inc and the original Cost Inc.  Create Cost When checked, a new Cost record for the store will be added to the Item upon accepting the invoice. When the new invoice cost is different to the previous cost (original cost) this will be checked by default. A new store cost will only be created if the New cost is NOT equal to the HO cost; the software compares Ctn Cost Inc against Original Cost Inc and HO NIS Inc, if the difference is more than 3 cents it will create new cost.  Create Sell This checkbox can be toggled to add a New Sell price to the item. The value in New Sell Inc will be used as the New Sell price once the invoice has been accepted. Credit Reason A drop down selection column to indicate a reason for Units Credit. For example ‘Damaged’, or ‘Not Received’. Ctn Cost Ex Carton Cost excluding GST Ctn Cost Inc Carton Cost Including GST Ctn Size Carton Size Ctns Inv Cartons invoiced Ctns Ord Cartons ordered Date Modified Date of last Modification Description The item description. Diff Cost Indicates whether the cost of the item in this invoice is different to the previous cost Disc % Percentage that is being discounted from a carton. Error If there are any errors associated with a line, the details of the error will be displayed in this column. HeadOffice NIS Ex Net-Into-Store Price. HeadOffice NIS Inc Net-Into-Store Price. Item ID The unique identifying code for the item in POS Works. Line The line number of the item on this invoice. This the order in which items were entered into the invoice. Line Cost Ex Cost of line excluding GST Line Cost Inc Cost of line including GST Line Disc Inc Line Discount Including GST Loss Leader Indicates if item is marked as a Loss Leader. Modified By ID of the User whom last modified this Purchase Invoice New GP % Percentage of the new Gross Profit New Sell Inc New Sell Price including GST Old GP % Gross Profit Percentage based on the old Cost and Sell Old Sell Inc Old Sell Price including GST Order Code Code used by suppliers to identify stock. These codes are provided by the supplier. Order ID Purchase Order Batch ID Original Cost Ex Original cost excluding GST.  Original Cost Inc Original Cost Including GST.  PDA Checked Indicates whether item has been check off by the a PDA.  Retail Value Displays retail value entered into Item Maintenance. Status Status of stock line within the invoice (whether Stock has been received or not). Stock Status Status of the Item as is set in Item Maintenance. i.e. Normal, Discontinued etc. Tax amount Amount of GST Unit Cost Ex Cost of unit excluding GST. Unit Disc Ex Unit Discount Excluding GST. Units Credit If you wish to raise a Credit Note for item/s in this invoice, enter the quantity you wish to send back for credit in the Units Credit column. The Credit Note will be created automatically when you Accept the Invoice. Units Inv Units invoiced. Units Ord Units Ordered. Unit Disc Inc Unit Discount Including GST. User Flag This checkbox can be used as an extra filter to allow for more customised filtering. Use In Suggest Indicates if item is allowed to be used in suggested ordering. Information within in the grid are colour to represent different alerts about the product.   Colour Alert meaning   Checked off by PDA   Modular item Highlight   Invoice Cost is greater than NIS (Net-into-Store)   Product belongs to A-line range   Product belongs to KVI range (Key Value Item)   Product is currently on promotion

1. Log on to System Menu 2. Select Stock Control 3. Select Invoice Matching 4. Select New 5. Enter Supplier 6. Fill in the Supp Invoice #, Supp Invoice Total, Supp GST Total & Invoice Date 7. On the paper invoice find the items order code (supplier identification code) and quantity of stock received then type this into the order code and Crtn Qty column 8. Check the cost price on the electronic invoice and compare it to the paper invoice if they do not match change the cost on the electronic invoice. 9. Repeat steps 7 and 8 until all the items on the paper invoice have been received 10. Ensure that all unit qty’s, carton size and costs are correct 11.Review your GP and create a New Sell if necessary 12.Select Save 13.Select Accept 14.Enter User ID and Password 15.Select Continue 16.A Prompt message will appear- 'Purchase Invoice (#) has been accepted. Would you like to generate labels from this invoice? Yes/ No' 17.Select Yes or No

1. Log on to System Menu 2. Select Stock Control 3. Select Invoice Matching 4. Select New 5. Enter supplier 6. Select Import/ Match 7. Select Check for Invoices 8. Flag the invoices that you want to download 9. Select Match Electronic Invoices 10.A Prompt message will appear- 'Are you sure you want to Electronic Invoice (#)?Yes/No' 11.Select Yes 12.Ensure that all unit qty’s, carton size and costs are correct 13.Review your GP and create a New Sell if necessary 14.Select Save 15.Select Accept 16.Enter User ID and Password 17.Select Continue 18. A Prompt message will appear- 'Purchase Invoice (#) has been accepted. Would you like to generate labels from this invoice? Yes/ No' 19.Select Yes or No

Sometimes an error may have been made on an invoice and the easiest way to fix this is to reverse the invoice, create a new invoice based on the reversed invoice, fix the error and then accept the corrected invoice. 1. Open and Login to the POS Works System Menu. 2. Navigate to the Invoice Matching program. 3. Search and select the required invoice. 4. Select Reverse Invoice. 5. Enter User ID and Password. 6. A prompt message will appear. Are you sure that you want to kill invoice [Purchase Invoice ID] 7. Select Yes. 8. A prompt message will appear. Would you like to create a new invoice based on the one just killed? 9. Select Yes. Yes - the invoice needs to be reprocessed with different costs, quantities or some other reason. No - if invoice was a complete double up or needs to be removed. On New Invoice, changes can be made manually to: Carton size Quantity Status Cost Select Save and Accept to finalise Invoice.

Important Information Invoice Check-off on the Memor 10 is used for checking off electronic orders that have been imported into POS Works via Invoice Matching. Please note there is no manual barcode or item entry for Invoice Check-off so please ensure all barcodes are correct and able to be scanned. If you are checking off a large invoice, it is advised that you Save Counts at regular intervals to avoid potential loss of progress. Checking off an Invoice 1. On the Memor 10 PDA, swipe up to open the apps search screen. 2. Navigate to the POSWorks PDA  app. 3. Login using your POSWorks user credentials. 4. Select Invoice Check-Off. 5. Select the correct supplier by tapping the drop down menu at the top of the screen. Only Suppliers with Invoices imported into POS Invoice Matching Program will be visible. 6. Select the invoice(s) you would like to check off, then select Load Selected Invoice(s).  You can check off more that one Invoice at a time on the PDA (as long as they have been imported in POS Invoice Matching Program). Selected Invoices will be indicated with a * to  the left of the Invoice details. 7. Scan an item. 8. Enter Quantity then select OK. 9. Repeat steps 7 & 8 as necessary. 10. Once all items have been scanned and counted, select Review Invoice(s). 11. Once you have verified all counts are correct, select Finalise Counts.  If there are any uncounted items are left on the order users will get the following prompt. “There are still X Items not fully counted. Are you sure you want to finalise?” It is advised at this point that users ensure they have counted the correct amounts before selecting Yes to finalise the order. For PDA Invoice Check-Off Troubleshooting, see here!

Oversupplied and Undersupplied Items When in the invoice review screen item count figures will be displayed in red if the number of items counted is less than the quantity ordered. Figures for items counted expected amount or higher will be black. Overstock will be automatically added to bonus stock whereas Undersupplied Items will be automatically added to item credit. Recounting an Item 1. From the either the Invoice Check-Off screen or the Review Counts screen, tap then hold the item you would like to adjust the quantity for.  The item selected will be highlighted Sky Blue.         Invoice Check-Off Screen                    Review Counts Screen 2. The following prompt will appear. Select Change Count.  Selecting Reset Count will set the quantity to 0. If Reset Count is selected ignore step 3.         Order Check-Off Screen                       Review Counts Screen 3. Enter the correct quantity the select OK. Removing an Item If an item is incorrectly scanned into an order, it is not possible to completely remove it from the order. In this instance it is advised the user to use the Reset Count feature to set the quantity to 0. This will not remove the item from the invoice however it will ensure that there is no change to SOH, Bonus, Credit, or cost price once the order has been finalised.

Invoice Total does not match Invoice total provided by Supplier When the Invoice total does not match the expected total it is advised users check the following fields and edit if necessary. If any of these columns are not visible, you can right click the top header bar of the Smart Grid and select Customise Columns. Ctns Inv: Check that the Cartons invoiced matches the amount listed on your invoice. Ctn Qty: If a supplier does not invoice in cartons, this should be 1. If the supplier invoices in cartons make sure this number is equal to the unit SOH per carton. Units Inv: Ensure this number is correct. Line Cost Inc/Ex: make sure this matches the line cost on the suppliers invoice. POS Works will automatically calculate unit and carton costs from this field. Ctn Cost: this should match the suppliers cost per carton on the invoice, if listed. Incorrect unit quantities When the unit quantity does not match the expected amount, check the Ctns Inv, Ctn Qty and Units Inv match the expected amounts. You can edit these fields if needed. If any of these columns are not visible, you can right click the top header bar of the Smart Grid and select Customise Columns. SOH has not adjusted correctly If the SOH for a total has not adjusted as expected, check the audit tab for the affected items' Item Maintenance profile. If the Invoice is determined to be the cause of the incorrect total,  then check the following:   Check if the item is a modular item in Item Maintenance and if so confirm that the purchasing item was invoiced and not the stock count item. Check the Units Inv quantity is correct in the Purchase invoice. Check the Status column in the purchase invoice for the item is Received. Check that the Purchase Invoice has been accepted. On Order Stock has not updated If an invoice is linked to an order the quantities of on order stock should update automatically. When an invoice is imported either from a Purchase Order or electronically from PharmX, it will list any linked Purchase Order IDs in the Source Orders section in the top right hand corner of the Purchase Invoice window. If your invoice has not been imported from a POS Works Purchase Order, or the supplier has not linked the PharmX order to the invoice. Then you may need to clear these orders using the Purchase Order Control Screen function in Purchase Order.

Follow this process for: Orders generated and sent in POS Purchase Orders Orders generated and sent from POS HO Orders from Suppliers not on PharmX - Electronic Invoices 1. Navigate to & Open Invoice Matching 2. Click New 3. Enter Supplier required Alert: Suppliers that do not use PharmX 4. Click Save 5. Select Order Import/Match This will open Match Invoice Window 6. Select Tab 2 - Purchase Orders 7. Click Load Order Details 8. Select Order required 9. Click Match Selected Order 10. Click Yes 11. Enter Invoice Details 12. Check all values & received items are correct 13. Click Save 14. Click Accept 15. Enter Credentials 16. Click Yes/No for Labels