Booking Off (asp - excluding Back Order and Unit price options)

Introduction

Booking Off is the process when the user confirms that the items received from the supplier match against the order placed, this process creates an estimate or an invoice in the Finance Module.

This guide explains the process of booking off the order and creating a credit note request if required.

Assumptions

The supplier record is up to date with accurate delivery info

An order has been created in IndiCater and sent to the supplier  (an order created and not sent is still available to be booked off)

Where to find this

To Book off orders go to Stocktaking then Requisitions. You can click Orders Outstanding on this menu.

Step-by-step guide

1. In Stocktaking, Requisitions, click on the Orders Outstanding button
   
   
   
   
2. Select the order by clicking on either the date or the PO number for the required order. 
   
   
   
   Note: You will not be able to book off an order that has a future delivery date. If you try, you will see the below message:
   
   
   
   
3. You will now see the breakdown of your order
   
   
   
   Review the below examples to learn what to do in each of the scenarios
   
   

• My order matches the items received and I received the invoice with the delivery

• Don't amend any of the fields
• Click Book Off and Convert to Invoice
  
  
  
  
• Amend the date if the supplier's invoice date differs from the date pre-populated
• Enter the supplier's invoice number into the Invoice Ref field
• Click the Vat Applicable field if there is any Vat on your order and enter the total Vat amount
  
  
  
  
• Click Update Order
• An invoice will be created in the finance module
  
  
  

• My order matches the items received and I received a delivery note with my delivery

• Don't amend any of the fields
• Click Book Off
• Click Update Order
• An estimate will be created in the finance module. This will later be converted into an invoice upon receipt of the invoice

These above options apply in the scenarios below as well.

• I didn't receive the full quantity of one or more of my items

• Amend the quantity in the Qty to reflect what was received
• Select a Reason from the drop down box
  
  
  
  
• Select either Book Off or Book off and Convert to Invoice (see above for when to use each option)
• You will now be asked if you want to raise a credit note request
  
  
  
  
• If you do, ie the invoice/delivery note is for the full value  of the order not the reduced value, enter your notes and click Process Credit Note Request
• If you don't, ie the invoice/delivery note is for the amended value, click Finish Book Off
• Your estimate/invoice will be created as well as an estimate for the credit note amount

• I received an extra item

• Click the Add button at the top of the page
  
  
  
  
• Search for the item you want to add
  
  
  
  
  
• This will display a list of all items in your catalogues that feature that name/number
• Click on the item you want to add
• Enter the quantity and click Add Item
  
  
  
  
• This is now in the list of items to book off