Allocating part of a supplier purchase invoice to another category or outlet

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, for example to move £25 of bananas to purchasing category breakfast

• 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)
• The original invoice with the original value will stay in the original outlet

Option 2: The user wants to allocate some or all of the cost of the invoice to a different outlet, eg move £25 of bananas to outlet B

• 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
• The original invoice will stay in the original outlet

Option 3:  The user wants to allocate some or all of the invoice to a different outlet, eg move £25 of the invoice to outlet B

• 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 to export this data, eg an External Cost Transfers export, a stock transfer 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 and does not let the user amend the category for some of the item but not all, for example you would change the category for all £100 of bananas and not £25.