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- You do not need to make any changes to the order
- If you have received the goods with a delivery note, simply tick the Book Off option and click Update Order. This will automatically create an estimate in the Finance module
Scenario 1b - The goods have arrived as ordered together with an invoice
- If you have received the goods with an invoice, click the Book Off and Convert to Invoice option. You will see there are more fields to complete
- Add the correct invoice number from the invoice and enter any required VAT information
- Click Update Order
- This will automatically create an invoice in the Finance module
Scenario 2a – 10 were ordered, 6 were received. The delivery note says 10
- Amend the Qty field to show 6 and select a Reason from the drop down list
- Tick the Book Off option
- Click Update Order
- You will be taken to a Credit Note Request page. Add your notes and click Process Credit Note Request
- An estimate invoice will automatically be created for the value of the 10 items and an estimate credit note will automatically be created for the value of the 4 not received
Scenario 2b – 10 were ordered, 6 were received. The invoice says 10
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In this option, you cannot amend the unit price for each product, instead you can amend the total value of the order. This is useful when you have ordered multiple items by weight, for example you ordered 1kg of tomatoes but received 1.01kg, the same for potatoes etc. Instead of amending each individual line, you can change the total Net Amount.
Scenario 5a – 3kg was ordered, 3.1kg was delivered. The delivery note states the new invoice value
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- You can either amend the quantity to 3.1 which will automatically change the New Amount shown, or you can leave the quantity as 3 and amend the Net Amount.
- Select Book Off and Convert to Invoice
- You will need to add the correct Invoice Ref and amend the Net Amount, VAT (if required) and Gross Amount towards the bottom of the screen to the new value
- Click Update Order
- An invoice will automatically be created at the new value
Scenario 6a – 3kg was ordered, 2kg was delivered. The delivery note is for 3kg
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