When a store has a requirement to purchase stock or a PZ Item, a Purchase Order number should always be given to the supplier at the time of placing the order, this will ensure the following steps to record the purchase are easy and minimises wasted administration time.
Advise your suppliers you require a PO number on your dockets, or you may not pay them – this is not uncommon for businesses to instruct this.
In this example, the parts or PZ Items would have been already put on the customer booking, adding it to the booking sales order.
- Raise a Purchase Order to the supplier – the cost of the item does not have to be entered at this stage if it is unknown. For external Purchases use PZ Management in Point of Sale
- Place the order with the supplier providing the Purchase Order number.
- On arrival of the items or as soon as possible, validate the items are correct for the vehicle, receive the parts using Goods Receive in Maintain Purchase Orders checking or adding the price of the items is correct, and making sure the Invoice Number or Delivery Docket Number are also entered.
- Continue to Update the Purchase Order releasing the items to the Sales Order
Accounts Payable
Processing of supplier dockets can be done individually as they arrive, we recommend processing them in one session in Fast Supplier Invoice Entry to reduce administration time.
- If entering multiple dockets, review the dockets checking that a Purchase Order Number is on each docket,
- In fast supplier invoice entry, enter the account code for the supplier and continue to enter through the line, making sure the invoice number and date is entered correctly, and the correct Purchase Order is allocated ensuring the excluding tax value is correct.
- Make sure the invoice total including GST, the invoice total excluding GST and the tax total are correct, continuing to enter all dockets.
- Once complete escape from the screen and Post to the GL using the Post menu option.
Recommended Daily Tasks
- Bank Reconciliation should be done daily or at a minimum Tuesdays and Thursdays to minimise administration time, leaving it for any longer will increase admin time and make it harder to Reconcile.
- Supplier dockets to be entered every day including parts and other supplier non-parts dockets.
- End of day in Point of Sale should be done daily to ensure banking is recorded correctly and any anomaly in the till can easily be found.