Introduction
This guide covers the correct process for how to move part of the cost of a supplier purchase invoice once it has been received and entered into IndiCater, for example to move part of the cost to a different outlet or purchasing category
Assumptions
The user is using requisitions and booking off to create either an estimate which is subsequently converted, or an invoice.
Where to find this
In an outlet>finance>purchasing
Step-by-Step guide
Scenario:
An invoice has been generated for a value of 100.00 for bananas and 50.00 apples, both tagged as purchasing category food
Requirement
Option 1: The user wants to allocate some or all of the cost of the invoice to a different purchasing category or department within the same outlet.
- The original invoice will stay in the original outlet. This can be done via the Internal Cost Transfer tool
- The user can select an amount to transfer from the originating department and category and select the department and category they are to be moved to.
- The user cannot specify the invoice number
- The user cannot specify the item that this relates to (not necessary unless using IndiCater for stock loss and consumption data)
Option 2: The user wants to allocate some or all of the cost of the invoice to a different outlet.
- The original invoice will stay in the original outlet
- This can be done using the Stock Transfer tool
- The Simple Stock Transfer tool lets the user move an amount from outlet A to outlet B
- The Detailed Stock Transfer tool lets the user select a stock item and move a quantity from outlet A to outlet B
- The user cannot specify the invoice number
Option 3: The user wants to allocate some or all of the invoice to a different outlet
- This can be done using the External Cost Transfer tool
- This lets the user select an invoice (from the current week only) and transfer an amount to a different outlet or to multiple outlets.
- These transactions would show in the External Cost Transfer area in Finance
- These actions would not show on the purchase invoice export. Additional exports would be required, eg an External Cost Transfers export
An alternative to the above is to open the invoice in Outlets>Finance>Purchasing and amend the category in the invoice but this does not generate an audit trail.