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Advanced Shipping Notices (ASN)
Some integrated supplier suppliers send us an ASN on the day of delivery to confirm what is being delivered. If there are any changes to the quantity you have ordered this will be automatically amended and a reason assigned.
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Use the Add Non Catalogue Items button which will enable you to type in a charge you want to add. This can be a negative figure if you've received a discount.
How do I put an item on back orderBack Order?
if If you have the supplier option activated to use back orders (Head Office can control this in the supplier record), you will see a tick box on the right of the order. Change the Quantity box to be the quantity you have received and tick the back order button. This will create a back order for the difference between the quantity you ordered and the quantity you have received. Eg, if you order 10 and receive 8, enter 8 in the Qty column and tick back order and your back order will be created for a Qty of 2. The order number will be the same but will now have number 1 in brackets after the original number.
Can I change the price of an item?
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You can use this option to bring forward a delivery date to any day between today and the requested delivery date. An order cannot be booked off in advance of the delivery date.
Book Off
Once you are happy that the items are showing correctly you can Book off and convert to invoiceOff. This option is usually selected by default. You then need to click on Update Order. An estimate for this will be automatically created in the Purchasing area.
Book off and Convert To Invoice
Some clients have this option. If you are receiving a paper invoice from your supplier and the invoice is received at the same time as the order, you can use the Book Off and Convert to Invoice option to create the invoice (an estimate is not created) in one step. Enter the invoice reference and any VAT.
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If your supplier has been tagged in the head office set up as a Clean Invoicing supplier you will be notified should you change the quantity of an item in the order. This means that the supplier typically sends an amended invoice rather than an invoice and a separate credit note. You are therefore less likely to want to request a credit note for these suppliers. Check any invoicing notes for more info.
Clicking on the Back to Orders button takes you back to the Orders Outstanding page