The Purchase Order Invoicing form offers a number of alternative invoice options.
Kestrel allows for two types of vehicle purchase invoice workflow. The first is the Vehicle purchase Invoices typically processed by Vehicle Purchase department. The second is where all purchase invoices are received / recorded by a central department. This is referred to as Invoice register.
Note: It is a company policy decision whether to adopt the invoice register, often originating from Finance area of the business.
The Purchase Order Invoicing form enables all of the necessary processes to be carried out in order that an invoice may be posted successfully to accounts.
Ordering and invoicing for a vehicle where the invoice details, registration details and costs may constantly change requires a system that allows for considerable flexibility. Consequently the Purchase Order Invoice form allows access to menu options and screens that are also available within the previous stages of the order process.
Before an order may be posted to accounts and moved to Invoiced status the system verifies that the following operations have taken place:
- All of the Acceptance Stages are complete.
- The supplier reference is added (this is normally the supplier invoice number).
- Input of the Invoice Date is complete.
- The status of the individual invoice lines is Invoiceable.
To access the standard Vehicle Purchasing invoicing option:
From the Master Menu, select the Vehicle Purchasing option and Company required.
The Vehicle Purchasing menu is displayed.
Select the Purchase Management option.
The Purchase Management form is displayed.
Select the 
icon.
The Purchase Order Invoicing form is displayed.
Select the Order Tab.
Single-right-click on the order grid and select Edit All and then select the Reference menu option. The Edit All form is displayed. This enables the Invoiced date and invoice Reference number to be updated. Both these fields are mandatory items (the Processed and Date invoice received are dates for reporting purposes only.
Select the 
icon and
at the Update Reference details on all items? prompy select Yes.
The status on the Order Tab refreshes to an
Invoiceable legend colour.
If the invoice value is different from the original quoted price an invoice variance is automatically written out and displayed. This difference is held on the contract profile form and has an equivalent depreciation figure to balance the profit or loss on the vehicle purchase.
Single-right-click on any line in the the order grid and select Invoice and then. The Payment To . . . form is displayed. This is a summary form that totals all of the values for the items that have the supplier and invoice number reference. Selecting the Post command button changes the status for the items to posted and generates the amounts on the Contract Administration invoices pending file.
Tip: Selection of the
icon enables the Purchase Order Invoicing form which has
search selection criteria filters exist to allow a date range or supplier mask to be selected for all
invoices. Following selection of the required range criteria select the
icon to start a search for those
orders that match the filter range. The 
icon resets the grid and removes any filter ranges on agreement numbers or order dates and enables
new selection criteria to be entered if necessary.
To access the Invoice Register invoicing option:
The Invoice register process initially requires received purchase invoices to be logged in Enter Registered Documents in the Purchase Ledger module. At this point invoices can be scanned and stored to be retrieved at a later date.
From the Master Menu, select the Vehicle Purchasing option and Company required.
The Vehicle Purchasing menu is displayed.
Select the Purchase Management option.
The Purchase Management form is displayed.
Select the icon.
The Purchase Order Invoicing form is displayed.
Single-right-click on the order grid and select the Invoice menu option. The The Invoice Register Search form is displayed.
The system automatically searches for a match using the Registration Number to locate any applicable invoices.
A single-right-click on an invoice a number allows the following options: Reference: Invoice reference details can be updated; Add Cost: Additional cost can be added; Match Invoice: Displays a further form to allow invoice matching. A right-click gives a submenu :
Match invoice to order: Displays the details of the invoice to match before posting.
Post: Posts the transaction through to accounts.
Hold: Flags the invoice at a held status.
Exit: Exits without saving.
Reject Invoice: Flags the invoice as rejected, requiring further investigation.
View AK Document: Retrieves the scanned document.
Select the Post command button to post the Purchase invoice.
This form is utilised to locate, select and invoice a particular order by way of a number of alternative selection criteria methods.
This form is split into five parts, which are as follows:
In addition to displaying the screen name the Title Bar provides a number of useful buttons.
The following option buttons are available within the Purchase Order Print form:
Registration: Invoices the order for the currently selected vehicle and associated specification items (if applicable). As the Purchase Order Invoicing form is accessed from a vehicle order, the registration number of the vehicle within the order is the default invoicing selection.
Selection of the
button immediately to the right of this field displays the Fleet Global Search screen that enables an alternative vehicle to be found by entering search selection criteria.
Supplier: Invoices all orders for a nominated supplier.
Selection of this option/radio button enables the supplier search field immediately to the right so that a nominated supplier may be selected.
Selection of the
Following selection the full supplier name is displayed below this field and the Purchase Order Invoicing Grid now displays a list of all orders that have not been invoiced for this supplier. If the number of orders is greater than can be displayed in the form then the scroll bar to the right of the Purchase Order Invoicing Grid allows movement up and down so that all orders can be viewed.
From Agreement: Used in conjunction with the To field this option enables the invoicing of all orders between a given order range.
Selection of this option/radio button enables the
Selection of the
To: Used in conjunction with the From Agreement field this option enables the invoicing of all orders between a given order range.
Selection of this option/radio button enables the
Selection of the
From Order Date: Used in conjunction with the To field this option enables the invoicing of all orders between a given date range.
Selection of this option/radio button enables the
To: Used in conjunction with the From Order Date field this option enables the invoicing of all orders between a given date range.
Selection of this option/radio button enables the
Reference: The invoice reference. It is recommended that the supplier's invoice number is used as the reference. It is possible that the reference is not yet input.
PL Account: The Purchase Ledger account of the supplier used to purchase the specification item.
Inv. Date: The date of invoice. It is possible that the date is not yet entered.
Contract: The contract number generated by the system during the Convert Quote routine.
Registration: The current registration number of the vehicle.
Invoice Total: The gross VAT-inclusive invoice total for all specification items.
A double-left-click of the mouse presents an Individual Edit form that displays additional information for the selected vehicle/item specification line.
Description: The vehicle variant description within the first row. The following rows display any factory or dealer fitted options on the vehicle plus delivery, RFL, registration fee.
Supplier: The supplier code for the selected bid supplier e.g. 8CUBBIN.
Invoice Price: The bid price offered for the vehicle or specification item by the selected supplier for this order.
Order Price: The actual invoice price for the vehicle or specification item by the selected supplier for this order.
Status: Displays the current status of the order for the vehicle specification or individual item within the specification. There are four statuses for the order which are as follows:
- Unprocessed
- In Stock
- Invoiceable
- Posted
A further double-left-click of the mouse drills-down into the Individual Edit form which enables editing of the selected vehicle/item specification line.
A single-right-click in the Purchase Order Invoicing form displays a small sub-menu with the following options:
Reference: This option enables the editing of the supplier's invoice Reference, Invoiced and Date Invoice Received against the order prior to posting.
Note: It is recommended that the supplier invoice number is used as the reference number. By generating a different reference (invoice number) the selected item line is transferred from the main order. When the supplier code is accessed gain the separate invoice reference is displayed alongside the main order. Both invoices display the original contract number.
The Individual Edit screen is displayed with the cursor located within the Invoiced field to proceed with data entry.
This option updates each item on the order list with the data entered within this screen.
The invoice cannot be posted until the Reference field is completed.
Add Cost: This option nables additional non-recoverable costs to be included on the supplier invoice that were not included on the vehicle order (for example, PDI and Dealer Delivery charges). These costs are set up within Vehicle Purchasing / Miscellaneous Options / Other Costs and may be recharged dependent upon the set-up of the cost.
Selection of this option displays an Create Other Cost search form.
Match/Post Invoice: This option is only displayed if the Reference and Invoiced fields are complete. A Payment To form, which may be viewed but not edited, is displayed detailing the order/invoice values.
If the Invoice Register option is being used within the Purchase Ledger then the system prompts with the Match Invoice option. In this case, the supplier invoice has already been received and processed within the Purchase Ledger and the system displays the Invoice Register Search form displaying all of the supplier registered invoices which contain the Supplier PL account code and the Vehicle Registration within the vehicle order record. A single-right-click displays the following menu options:
Match Invoice to Order: If the supplier invoice details within the registered invoice match those details within the Vehicle order record then this option is selected and a blank Status is given to the record and it is removed from the form as matched..
Reject Invoice: If the supplier invoice details within the registered invoice do not match those details within the Vehicle order record then this option is selected and a Status of Rejected is given to the record.
View AK Document: Allows the supplier invoice that was scanned to the document archive (when the invoice was registered using the Invoice Register form via the Scanned field) to be viewed.
Amend Registration: This menu option allows the registration number to be amended and various details of the vehicle / contract to be updated.
Accidents: This menu option button is only displayed if the Accidents checkbox is selected within Vehicle Purchasing / System Maintenance / System Controls. This option enables access to the Accident Management module from within purchasing.
