OrderMate stock control is an advanced stock management system that allows businesses to manage incoming and outgoing stock. Invoices are how purchased stock is brought into the system. Invoices must be entered prior to saving the stocktake for each period.
Step 1 - Adding a New Invoice
Invoices can be entered at any point in the stocktake period as the system will allow stock to be decremented beyond a zero balance. This means that stock that is physically brought into the venue will be successfully decremented prior to entering the invoice.
Navigate to the invoices screen in the navigation panel in OfficeMate.
Choose the 'New' icon from the top of the invoices screen to add a new invoice. Enter the details of this invoice (as shown below).
Choose the 'New' icon to add the stock items to be entered for this invoice.
Complete the following for each stock item shown on this invoice.
Average - will update the stock on hand to a weighted average cost, and will change the purchase price for future invoices.New - will override the cost of any existing stock on hand to this new purchase price. Typically used if the original purchase price was incorrect.
Step 2 - Viewing Existing Invoices
Once an invoice has been saved it can be viewed from the invoices screen.
The invoices shown in italics indicate invoices that have been entered during a previous stock take period. These invoices can be viewed however can no longer be edited.
Any invoices where the expected total and the actual or calculated total are unbalance, will be displayed in red indicating that they need to be edited. See troubleshooting unbalanced invoices to resolve.
To search for invoices, use the filters from the top of the screen and then select the green tick icon from the right of the screen to refresh.
Step 3 - Troubleshooting Unbalanced Invoices
Any unbalanced invoices will be displayed in red indicating that the expected total and the actual or calculated totals are not the same.
The most likely causes are;
An incorrect expected total has been entered.
Admin, freight or discounts have not been entered.
The stock item price has unexpectedly changed and does not match.
The purchase price on the invoice does not match the entered value on the stock invoice.
An incorrect quantity has been entered for one or more items.
It is advisable that any unbalanced invoices are checked and edited to ensure that they balance prior to saving the stocktake. This is because once a stocktake has been saved, invoices can't be edited, and any correct figures will be confirmed and will effect stock on hand values.