This following process outlines the steps for completing credits that have been electronically collected via PharmX.
Note Refer to Configure Electronic Credits for a Supplier to set up to collect electronic credits.
Other handy credit processes are:
- Manage Manual Credits
- Manage Agreed Percentage Value Credits
- Reverse an Order
- Swap Direct Supplier Stock
- Manage dated or damaged stock
Refer to Collect Electronic Invoices if you are unsure on how to collect invoices.
Step by Step Instructions
To complete an electronic credit:
From Order Maintenance:
1. Highlight the credit invoice and click Change.The Order Editing window is displayed.
2. Ensure that the GST and Total invoice amounts match the amounts on the credit invoice.If they do, skip to Step 3.
If they don't, refer to Step a, Step b or both.
a. 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. As this is a credit ensure you use a - before the quantity, this will deduct from your stock on hand when you complete the credit invoice.
iii. Adjust the Unit Cost, if necessary. This field is should NOT be a negative amount.
iv. Adjust the Total GST, if necessary. This should be a negative amount for a credit, if it is not, review the Quantity.
v. Adjust the Total (inc. GST), if necessary. This should be a negative amount for a credit, if it is not, review the Quantity.
vi. Click Okay to save the entry.
b. Click Add to add a missing product to the credit invoice.
The Order Detail window is displayed.
i. 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].
ii. Enter the Quantity supplied on the invoice, then press [Tab]
iii. Ensure that the Unit Cost amount is correct. The unit cost will default to the last buy cost.
iv. Ensure the Total GST amount is the same as the amount on the invoice.
v. Ensure that the Total (inc. GST) amount is the same as the amount on the invoice.
vi. Click Okay to save.
c. Repeat Steps a and b until all missing products have been added to the credit invoice.
d.Click Cancel to close the Order Detail window.
The Order Editing window is displayed.
- If required, click Stock Card to update any product attributes e.g. Re-Order (Stocked) status
- If required, click Info to add any product notes/information to the item
- If required, click Suppliers to update any supplier product attributes e.g. Min. Order Qty
3. When both the GST and Total fields match the paper copy of the paper invoice, click Okay to save and close the Order Editing window.
You are returned to Order Maintenance.4. Highlight the credit invoice and click Complete.
The Order Confirmation window is displayed.5. 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.
The Order Confirmation prompt is displayed
Click Yes t to complete the order
The credit invoice has now been completed and your stock on hand has been reduced