Arriving an Electronic Invoice

For arriving an electronic invoice from a CSV file, click HERE.

For arriving an electronic invoice from a DD2 or DDO file, click HERE.

Creating an Invoice Arrival Manually

We have a video guide on how to manually arrive a supplier invoice in Retailer - Invoice Arrivals

1. From the main screen of Retailer, go to Stock → Invoice Arrivals or Stock Maintenance → Receipt of Stock → Invoice Arrivals.
   
2. In Supplier, select the supplier for the invoice you are arriving.
   NOTE: If the supplier does not exist, press [Insert] on the keyboard and follow the prompts to add the supplier. See Adding a Supplier
   
3. In Invoice Number, type in the invoice number or just press [Tab] to allow Retailer to generate a number based on the date.
   
1. Press [Tab] on the keyboard to cycle through the below fields.
   
2. Press [Enter] on the keyboard to skip straight to arriving Stock Items. See below
   
4. Enter the Arrival Date, Invoice Date, and Due Date which will default to today's date.
   Invoice Arrival Due Dates will be set based on the Supplier's settings. See Invoice Arrivals Due Date
   
5. Tick Invoice Cost Price includes GST if the cost prices on this invoice have already had GST applied. If not, untick this option and GST will be applied according to the item's Tax Group setting.
   NOTE: Once this option is set and the invoice has been created, it can no longer be adjusted.
   When changing this option, you will be prompted to update the Supplier's Arrival Tax Setting. This can also be changed in Suppliers and Departments. See HERE.
6. The Invoice Paid tick-box becomes available after the invoice has been completely arrived.
   
7. The Pending box can be ticked to indicate the invoice is not complete, and not ready to be exported to accounting programs like Xero and MYOB.
   
   

   This setting can be enabled as a default for all invoices for a supplier.
   To do this, go to the main screen of Retailer, and click on Stock Maintenance → Suppliers and Departments.
   Click on the Supplier tab.
   Click the Magnifying Glass 🔎︎ button at the bottom to search for the supplier you wish to set this on.
   Click the Other tab, then tick the box 'Enable pending invoice arrivals by default'.
   Click Save.
8. In Freight, record a freight charge without changing the item's cost price by entering related freight charges as either ex GST or inc GST, based on the invoice's GST setting.
   NOTE: If you wish to create a separate Freight Invoice (method C) or apply a Freight Charge (method B) that affects the cost price of items on the invoice, please refer to the advice sheet HERE after completing the invoice.
   
9. If the stock on this invoice will form part of a catalogue, select it from the Catalogue box or press [Insert] on the keyboard to add a new catalogue. This will prompt you to add each item to the catalogue as you arrive them. Click HERE to learn more about catalogues.
   
10. In Order, type in your purchase order number if you have one.
    
11. Press [Tab] or [Enter] to start entering stock items.
    
    If your supplier has applied a discount to stock on the invoice, tick the enable discounting option. Click HERE to learn more. 
    

    If you wish to add notes to the invoice overall (before closing it), click the Notes button in the top right.
    In the screen that appears, click Add to add a new note to the invoice. You can also select an existing note from the list for this invoice, and click Edit to change it, or click Delete to remove the note.

Arriving Stock Items Manually

1. Retailer has three methods of selecting stock to arrive - Supplier Stock Code, Barcode or PLU. Press [F6] on the keyboard to cycle between these options.
   
2. Scan, type or press [Enter] on the keyboard to bring up the Find Stock Screen and select the item.
   If you need to add this item, click Add in the bottom left to open the Add Stock Wizard. See HERE.
1. The details of the stock item will display in the blue box on the right hand side. If any details are incorrect, you can press [Alt] + [K] on the keyboard to open the Stock Screen for the item and amend the details.
   
1. If the Current QOH is incorrect (excluding the Quantity Received), the QOH can be changed from the Stock Screen > Other tab using the Change Qty on Hand button
3. Enter the Quantity Received.
   
4. Enter the Individual Cost and Individual Sell price for this item.
   Note: To calculate an Individual Cost from a Total Cost figure, enter the Total Cost into the Individual Cost field and press F6 on the keyboard. The Individual Price Calculation screen will appear. Click Ok.
5. Click the Save button in the bottom left or the [Tab] key. This item will now appear in the lower half of the Invoice Arrivals screen, and the invoice total figures on the bottom right will update.
   
6. Repeat steps 2-5 to arrive more stock items.
   
7. If the item arrived is a Variant item, it will prompt to arrive other variants of the item. Click Yes to get a Variant Arrival screen listing the other variants, where you can enter quantities arrived for each one. Click No to finish arriving this item and continue with the invoice.
   
8. If the item arrived requires a Serial number, a screen will appear to assign serial numbers. Click HERE for more information.
   
9. If the item arrived requires Price Points, a screen will appear with the Classifications used for the item, with separate Price Point lines for the individual items. You can enter the necessary Classifications then click Save to proceed.
   
10. When you’ve finished adding items, you may close the Invoice Arrivals screen. Your progress is automatically saved. Alternatively, if you have another invoice to process you can press the 'Save & New' button to close the current invoice and go back to the Supplier selection option.
    

    If this invoice was supposed to be a supplier order arrival, and you need to link and update the supplier order, click the Link Order 🔗 button at the top, next to the Order box. This will prompt to select a Sent order from the same supplier, that will be arrived and linked to this invoice. If there are no supplier orders available, it will show the message 'No orders to list'.
    After selecting the right order, click OK, and it will link the order and mark off the items on that supplier order, and the order itself, as being arrived in Orders Maintenance.
    If there are outstanding items on the order, it will prompt to re-order items that were not receive.
    Click Yes to create a new backorder with the outstanding items, and click No to leave the items un-arrive.
    You must click Yes if the items relate to a customer order, to maintain the link between the customer order and the supplier order.
    

    The grid showing the items can be sorted, rearranging the order of the items shown. Do this by clicking the heading of the column to sort by. E.g. clicking Description heading will sort the list alphabetically by the name.
    Once sorting is enabled, it will remember and will only be turned off by closing Retailer and reopening - which can be done to see items in arrival order on the invoice.

Streamlining the Arrival Process Before Stock Is Received

Editing Invoice Arrival

An existing invoice can have the items changed/edited, but the details at the top of the invoice need to be changed in a different area (e.g. Invoice date, freight amount).

To edit an invoice, first type in the supplier and then the invoice.

You will need to press enter or the tab key after this to go into edit mode.

The Invoice Arrivals header, including details like the Arrival Date, Invoice Date, Due Date, Pending checkbox, Freight, and Order, does not load unless the invoice is in edit mode. This can impact your Invoice Total if a Freight amount is added to the invoice.

1. From the Invoice Arrivals screen, click the Utilities button in the top right corner.
2. Click 'Change the details for an invoice that you have already received'.
3. Click 'Select an Invoice'.
4. Click into the Search box and type the Invoice Number.
5. Select the Invoice you wish to edit and click Ok.
6. The follow details of the Invoice Arrival can be changed:
   
1. Supplier
   
2. Invoice Number
   
3. Arrival Date
   
4. Invoice Date
   
5. Due Date
   
6. Invoice Paid tickbox
   
7. Invoice Pending tickbox
   
8. Freight
   
9. Order Number
   
10. Exchange Rate
    
11. Extra/Backorder Invoice tickbox
    
7. Click Save and then Close.

1. Select the supplier name at the top.
   
2. Type in and select the invoice number to edit.
   
3. Press [Tab] on the keyboard. Confirm and enter any passwords to continue.
   
4. If you have a supplier order in the system that you wish to link to this invoice arrival, you can click the Link Order🔗 button at the top next to the Order box.
   Linking the invoice will mark off the items on that supplier order, and the order itself, as being arrived in Orders Maintenance.
5. To make changes, simply right-click on an item and select the desired action in the menu. Menu options are explained further below.
   

If you wish to add notes to the invoice overall, click the Notes button in the top right. In the screen that appears, click Add to add a new note to the invoice.
You can also select an existing note from the list for this invoice, and click Edit to change it, or click Delete to remove the note.

Other Options

1. Print a label for this item - Opens the Setup Barcodes and Labels screen, allowing you to select the type of barcode you’d like to print, and the quantity. The label will then be queued up in Barcode Manager/Label Manager.
   
2. View in Stock Screen - Opens the details of the selected item in the Stock Screen, allowing you to view more information, edit the details, or add extra information such as images.
   
3. View Grid in Arrival Order - Sort the arrival grid so that items are listed in the order they were arrived. Alternatively, click on any of the column headings to sort by that column.
   
4. Change Barcode - Allows you to change the current barcode of the selected stock item to another barcode.
5. Delete Stock Received - Removes the selected item from the arrival.
   
6. Edit Serial Number - If you have serial numbers enabled for this item, allows you to change them.
   
7. Edit Arrival - Allows you to re-arrive the item, changing quantity, pricing etc.
   

Utilities

1. Change the details for an invoice that you have already received - Opens an invoice editing screen, allowing you to change the supplier, invoice number, invoice date, freight charge and order number of the selected invoice.
   
2. Change the cost prices of all stock items of an invoice received from cost ex. tax to cost inc. tax or vice versa - Allows you to switch an invoice between inc-GST and ex-GST. This tool cannot be used if the invoice's GST setting is correct but the wrong cost price was entered.
   
3. Reprint labels for stock items received in the Invoice Arrivals screen - Opens the Barcode Labels screen, providing a range of options to reprint barcode labels from received invoices. Read our advice sheet on Reprinting Labels from Invoices for more details..
   
4. Merge 2 invoices together - Allows you to merge together two different invoices from the same supplier.
   
5. Print an invoice arrivals report - Opens the setting page for the Invoice Arrivals Report.
   

FAQ