Converting and Managing Invoices

Converting a Purchase Order into an Invoice:

1.	From the Purchasing Switchboard, click Orders. Click Convert in the Orders dialog box.

The Convert PO Invoice pop-up screen appears.

2.	To select a Purchase Order to convert, do one of the following:

•	Click in the Purchase Order ID field to select a purchase order by its number:

 

•	Click to access the Order Selection screen.

Purchase orders are displayed in the list with oldest orders listed first.

 

3.	Locate and select the correct Purchase Order, and click Select. The Convert PO to Invoice dialog box returns.

 

4.	Enter the Invoice ID from the invoice.

5.	If necessary, enter a new Invoice Date and/or Delivered Date/Time.

6.	After you have selected the purchase order, click convert.

The Purchasing – Invoices screen appears.

Note1: If you ordered from a Commissary site and the amount shipped was less than the amount ordered, MenuLink Client prompts you to print an exception report. Note that this report prints directly to the printer; it does not preview on screen. See the Purchase Management User Guide for more information.

 

Note2: If the Purchase Order selected for conversion contains items not yet maintained in MenuLink, a message, similar to the following, will be displayed to identify the missing maintenance. Please contact your Administrator with this information. After the missing maintenance has been completed, use the Show Pending screen to review and accept the invoice.

7.	Make changes as needed, then click Save and/or Print.

When you convert a purchase order to invoice, MenuLink Client displays the Purchasing – Invoices screen. Although this screen is similar to the Purchasing – Orders screen, there are several differences, as described below for the following the screen example.

Use the ‘Find’ hyperlink in the column between the Item Name and Units columns to access the Inventory Lookup screen.

 

Below is a description of the items in this screen. You can make changes to all of the information displayed to reflect the actual delivery, unless noted otherwise below.

Element name	Description
Fields/columns
Invoice ID	During the convert process, you are prompted to enter the Invoice ID. You can change this here if needed.
Vendor	The Vendor as selected in the purchase order
Vendor ID	The Vendor ID assigned to the Vendor Name.
Check No.	If you are paying by check, enter the check number here. This is primarily used with Liquor Vendors
Fiscal Year, Period, Week	The Fiscal information: Year, Period and Week default to the appropriate time period based on the delivery date. You cannot change the information in these fields.
Invoice Date	This field defaults to the current date. If necessary, you can change the date to match the invoice date.
Due	In most cases this field is left blank. However, a due date can be entered into this field if necessary
Delivered Time	The date and time selected or entered in the Convert to Invoice screen (described below). Used to identify which shift the items were received for Shift Inventories. The date and time can be changed if needed
Memo	Free-form text field where you can enter a comment regarding the order or invoice.
Total Amount Payable	The total monetary amount due to the vendor for this order (i.e., the sum of the Total column).
Line #	Indicates sequence number of the items in the invoice.
Vendor Code	The alpha-numeric identification in this field represents the vendor’s item ID for the item. The Vendor Code assigned to the item cannot be modified in this field, but can be modified through Item Lookup..
Item Name	Identifies the item that was ordered. The item must be selected as ‘Purchase’ through Item Lookup.
Find hyperlink	The Find hyperlink, in its own column, accesses the Inventory Lookup screen, with the selected item highlighted. You can select another item not already on the invoice, and add it to the invoice by clicking Select.
Units	Identifies how the item was purchased.
Ord Qty (Ordered Quantity)	Identifies the amount of the item that was ordered. You cannot make changes to this information.
Rec Qty (Received Quantity)	The amount of the item that was received. You can change this to reflect any differences between the amounts ordered and received.
Price	Shows the price based on the Purchase Units. The price that is shown is what was used the last time the item was purchased. This price can be updated it the new cost is different.
Total	The total monetary amount for the item in this row.
Check	This column appears with electronic orders received from the vendor, to identify items that need to be verified. Items from the electronic invoice may differ from the purchase order during conversion, in quantities or prices.
Subtotal	The sum of the Total column for all the items in the invoice.
Sales Tax	Enter the sales tax amount, if any, charged by the vendor for the items received.
Freight	Enter the amount charged by the vendor for shipping.
Total Amount Payable	The total amount owed to the vendor. The sum of the Subtotal, Sales Tax, and Freight fields. This figure should match the amount on the vendor’s invoice.
Buttons
	Click this button to remove the details from the top of the screen (Invoice ID, Vendor Name, Vendor ID, Due Date etc.) and maximizes the details of the order so you can search the order easier. Restore details returns the details to the top of the invoice.
	Creates a credit invoice associated with the invoice to account for items returned or not received.
	Deletes a previously created credit memo, based on the current order.
	Pressing this button reorders the invoice by category.
	Previews the invoice printout on screen, where you can choose to print a hard copy.
	Saves the invoice, without finalizing it.
	Locks the invoice from future edits. This button is typically used in tandem with the MenuLink Data Mart feature.
	Discards the attempt to convert the purchase order to an invoice, and any credit memo created from this attempt.

Note: Your Administrator controls access to the Items Names and Vendor Codes available for selection and to the ‘FIND’ hyperlink. If access has not been granted to the current user, some selections may not be displayed.

Working with Invoices

The Invoices feature is where you can track invoices that you received at the restaurant as well as invoices you converted from purchase orders. These include food and liquor invoices as well as non-food invoices, such as office supplies or plumbing invoices. MenuLink Client uses invoice information to track your expenses throughout the system. For food and liquor invoices, the costs and quantities of the items received are tracked to calculate food and beverage costs. The total amount of the non-food invoice (e.g., plumbing) is tracked for expense purposes and is shown on the P&L report.

When Paid Outs or Paid Ins need to be allocated through the Sales Reconcile function, the invoice screen is where the allocation of the Paid Out or Paid In is completed.

Invoice Selection Screen

To view, modify, delete, or finalize an invoice, click Invoices on the Purchasing Switchboard. The Invoice Selection screen appears:

MenuLink Client displays Invoices that have Invoice Dates that are on or between the selected Start Date and End Date. You can change this date range as necessary.

If there is a long list of invoices, you can search by the following areas (click the Search Drop-down arrow, then enter the text you want to match in the ‘for’ field):

•	Invoice ID

•	Invoice Date

•	Delivered Time

•	Vendor Name

•

Total

In addition to these selections, filter options are available at the top of the screen, making it possible to limit the display of invoices to the following types:

•

All

•

Finalized

•	Unfinalized

Deleting an Invoice

To delete an invoice, select the invoice and click Delete on the Invoice Selection screen. A finalized invoice cannot be deleted.

Finalizing or Rejecting an Invoice

Once you have made any adjustments needed to an invoice, click the Finalize button on the Purchases – Invoice screen to accept the changes. Note that once an invoice is finalized, it can no longer be edited or deleted and the items on the invoice becomes part of the current inventory. If you are not ready to finalize an invoice, but would still like to save changes, you can click the Save button and return to the invoice later.

Show Pending

Click Show Pending to view invoices that have been imported from a vendor, but are awaiting action by the manager.

Pending Invoices are awaiting action. In this example, the vendor has sent an invoice and the manager has rejected it.

From the Show Pending screen, you can:

•	Accept an invoice to import the information into the invoice area. Once an invoice status has changed to Accept, the manager can edit the invoice and the items on the invoice becomes part of the current inventory.

•	Finalize the invoice to lock it, preventing subsequent edits. Once the invoice has been finalized, the items become part of the current inventory.

•	Reject an invoice due to incorrect items or a rejection of the invoice.

•	Lookup an invoice to view the details.

•	Check Invalid to see if the invoice contains all necessary information.

•	Convert a Purchase Order into an invoice (see Converting Purchase Orders) to a pending invoice, corresponding to the selected purchase order.

•	Save your changes or Exit without saving.

 

Vendors can send an invoice with a “Finalized Pending Delivery’ status that shows as “Final” in the Show Pending screen. Managers can only select a Delivery Date and time.

Pending Invoices are awaiting action. In this example, the vendor has sent an invoice that is final pending delivery date and time.

 

From the Show Pending screen, click on the drop down arrow under the Deliver Date and Deliver Time columns to select the date and time of the invoice.

Note: A delivery date/time must be selected and saved in order for the pending invoice to be finalized and the items on the invoice become part of the current inventory.

Invoices with Supplier Exceptions

When an invoice is imported which includes vendor products that have not yet been added to MenuLink maintenance, your administrator has the option to import the incomplete invoice into the Pending Invoice table for further action. When an invoice including Supplier Exceptions is imported into the Pending Invoice table your administrator can be alerted to the missing MenuLink maintenance. After the required maintenance is complete, use the Show Pending screen to review and accept the invoice.