This process should be followed for invoices that have been collected through PharmX.
From Order Maintenance:
1. Highlight the received invoice you need to complete.
Note If the required invoice does not display as received refer to Collect Electronic Invoices to learn how to collect invoices.
2. Click Change.3. The Order Editing window is displayed.
a. Ensure that the GST amount matches the GST amount on the Invoice.
b. Ensure that the Total Invoice amount matches the total amount on the Invoice.
If they do, skip to Step 6. If they don't, refer to Step c onwards.
c. Highlight the product and click Change to adjust any quantities or costs if necessary.
The Order Detail window is displayed.
i. The product number of the product is displayed in the Product Code field, with the Product Name displayed below, this should not need to be adjusted.
ii. Adjust the Quantity, if necessary.
iii. Adjust the Unit Cost, if necessary.
iv. Adjust the Total GST, if necessary.
v. Adjust the Total (inc. GST), if necessary.
ff. Click Okay to save the entry.
d. Click Add to add a missing product to the invoice.
The Order Detail window is displayed.
4. Enter the following information:
a. Add the product by typing ‘/ ’ followed by the PDE supplied on the invoice, then press [Tab] or
Scan or type in the product barcode, then press [Tab].
b. Enter the Quantity supplied on the invoice, then press [Tab]
c. Ensure that the Unit Cost amount is correct. The unit cost will default to the last buy cost.
d. Ensure the Total GST amount is the same as the amount on the invoice.
e. Ensure that the Total (inc. GST) amount is the same as the amount on the invoice.
f. Click Okay to save.
5. Repeat Steps d to 4f until all missing products have been added to the invoice.
6. Click Cancel to close the Order Detail window.
7. Click Okay to save and close the Order Editing window.
You are returned to Order Maintenance.8. With the invoice highlighted, click Pricing to review any cost increases or decreases before completing the invoice or skip to Step 12 to use Price Manager.
The Order Pricing window is displayed.
9. Products will display with one of the following icons, indicating that there has been a change in cost price.
Product has Decreased in Price indicates that the new Inv. Cost is less than the cost (Last Invoiced Cost). Minfos will suggest a New Price based on the current Mark-up (or the Price Policy rule).
Product has Increased in Price indicates that the new Inv. Cost is higher than the cost (Last Invoiced Cost). Minfos will suggest a New Price based on the current Mark-up (or the Price Policy rule).
a. To alter the new suggested price, highlight the product and click Change.
b. Click Stock Card to display the Product Edit window.
c. Click Sales to review all past sales for a product.
d. Click Purchases to review all past purchases for a product.
e. To apply the suggested new price to one product, highlight the product and click Accept. To apply the new suggested price for multiple products, hold down [Ctrl], highlight the products and click Accept.
f. To view the product supplier information, click Supplier.
g. To alter the new suggested price, highlight the product and click Okay.
h. Click Cancel to return to the Order Maintenance window to complete the invoice.
10. When Change or Okay is selected the Pricing Details window is displayed. Adjust the Retail Price and click Okay.
Ensure that the Mark Up% and GP% are reviewed and correct before clicking Okay, use the scroll bar to see GP% if you do or do not change the price.
11. Click Cancel to close the Order Pricing window and to return to the Order Maintenance window.12. Click W. Price Manager instead of Pricing. Refer to Price Manager overview for more information.13. Highlight the invoice and click Complete.
The Order Confirmation window is displayed.
14. Ensure all information is correct before proceeding.
a. Ensure that the Invoice No. is correct. This should be correct as the invoice was collected electronically.
b. Invoice Date should reflect the invoice date.
c. G.L. Date defaults to the day which the invoice is being completed;
i. If you do not use Minfos Accounting this date is not required to be changed.
ii. If you do use Minfos Accounting, the G.L. Date entered will need to reflect the date that the purchase expense and GST paid on the purchase occurred, to ensure amounts are disclosed in the correct accounting period.
iii. If you use the Third Party Accounting export, this date cannot be adjusted.
d. Due Date should be changed to the due date provided on the hard copy invoice.
e. If you do not use Minfos Accounting, leave the Extra Charges G.L. on the default, if you do use Minfos Account you may need to adjust this field.
f. Order is reflective of the total amount of the order, excluding any extra charges.
g. Any Extra Charges should be entered as per the amount on the hard copy invoice. For example, if freight has been charged, this should also be used for any Dangerous Drug fee's the supplier may charge.
h. The N.U.C Dif (Net Unit Cost Difference) should display 0.00 in all fields before completing the invoice. The N.U.C Dif reflects the difference between the order amount and the invoice amount on the hard copy invoice. If the N.U.C Diff is not 0.00 you should go back the invoice and reconcile with the supplier's paper invoice.
i. Invoice Total amount should reflect the Order amount + Extra Charges amount. This amount should balance with the amount on the hard copy invoice. If the Invoice Total in Minfos does not match the hard copy invoice, manually adjust these fields. Re-check the N.U.C Dif field again.
j. Click Okay to continue to complete the invoice.
15. Click Yes on the Order Confirmation prompt to complete the order.16. After completing the invoices, ensure labels have been printed for any price changes. Refer to Print labels for retail price changes for instructions.