Detailed Booking Off Guide with scenarios

Owned by Ruth Mills
Last updated: Feb 14, 2017 by Alan Makawa (Deactivated)

The booking off process enables the user to confirm the items received from a supplier against the order placed and create an estimate or an invoice in the finance module.


Selecting the order for book off

  • Go to Stocktaking – Requisitions and click on Orders Outstanding
  • Select the order you wish to book off by clicking on the PO number or the date


The below details how to deal with different scenarios

Scenario 1a - The goods have arrived as ordered together with a delivery note

  • 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

  • Amend the Qty field to show 6 and select a Reason from the drop down list
  • Tick the Book Off and Convert to Invoice option
  • Add the correct invoice number from the invoice and enter any required VAT information
  • Click Update Order
  • You will be taken to a Credit Note Request page. Add your notes and click Process Credit Note Request
  • An 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 3a – 10 were ordered, 6 were received. The delivery note says 6

  • 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. As you do not require a credit note, click Finish Book Off to skip the Credit Note Request process. 
  • An estimate invoice will automatically be created for the value of the 6 items

 

Scenario 3b – 10 were ordered, 6 were received. The invoice says 6

  • Amend the Qty field to show 6 and select a Reason from the drop down list
  • Tick the Book Off and Convert to Invoice option
  • Add the correct invoice number from the invoice and enter any required VAT information
  • Click Update Order
  • You will be taken to a Credit Note Request page. As you do not require a credit note, click Finish Book Off to skip the Credit Note Request process. 
  • An invoice will automatically be created for the value of the 6 items

 

Scenario 4a – 10 were ordered and received but the delivery note states a different unit price

  • If you want to create an estimate for the new price, amend the Unit Price field
  • Select Book Off and click Update Order
  • An estimate invoice will automatically be created for the new value

 

Scenario 4b – 10 were ordered and received but the invoice states a different unit price

  • If you want to create an invoice for the new price, amend the Unit Price field
  • Select Book Off and Convert to Invoice
  • Add the correct invoice number from the invoice and enter any required VAT information
  • Click Update Order
  • An invoice will automatically be created for the new value

 

Auto Adjustment Book Off

This option enables a supplier to be tagged as Auto Adjustment Book Off within the head office set up. The recommendation would be to use this option for suppliers who supply products by weight, eg fruit and vegetables and meat.

 

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

  • 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 click Update Order
  • An estimate invoice will automatically be created at the new value

 

Scenario 5b – 3kg was ordered, 3.1kg was delivered. The invoice states the new invoice value

  • 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

  • Amend the Qty field to 2 and choose a Reason from the drop down list
  • Select Book Off and 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 3kg and an estimate credit note will automatically be created for the value of the 1kg not received

 

Scenario 6b – 3kg was ordered, 2kg was delivered. The invoice is for 3kg

  • Amend the Qty field to 2 and select a Reason from the drop down list
  • Tick the Book Off and Convert to Invoice option
  • Add the correct invoice number from the invoice and enter any required VAT information
  • Click Update Order
  • You will be taken to a Credit Note Request page. Add your notes and click Process Credit Note Request
  • An invoice will automatically be created for the value of the 3kg  and an estimate credit note will automatically be created for the value of the 2kg not received

 

Scenario 7a – 3kg was ordered, 2kg was delivered. The delivery note is for 2kg

  • Amend the Qty field to 2 and choose a Reason from the drop down list
  • Select Book Off and click Update Order
  • You will be taken to a Credit Note Request page. As you do not require a credit note, click Finish Book Off to skip the Credit Note Request process. 
  • An estimate invoice will automatically be created for the value of the 2kg

 

Scenario 7b – 3kg was ordered, 2kg was delivered. The invoice is for 2kg

  • Amend the Qty field to 2 and select a Reason from the drop down list
  • Tick the Book Off and Convert to Invoice option
  • Add the correct invoice number from the invoice and amend the Net Amount, VAT (if required) and Gross Amount to the values on the invoice
  • Click Update Order
  • You will be taken to a Credit Note Request page. As you do not require a credit note, click Finish Book Off to skip the Credit Note Request process. 
  • An invoice will automatically be created for the value of the 2kg

 

 

 

Â