This article will explain what the Vendor Order / Vendor Receiving / Vendor Invoice process is

It is very important that users understand the Vendor Ordering / Vendor Receiving / Vendor Invoices process or the VO / VR / VI process as this will maximise the control the dealership will have on the inventory

It will also provide understanding as to why the full process needs to be completed especially if you have accounting integration

Vendor Ordering (VO) 

  • This is the first step in the VO / VR / VI process

  • This is another name for purchase order

  • This is to record what you are actually ordering from your Vendor and who it actually is for ie for stock or a special order Customer Order

  • To process a VO from the Blackpurl Header > Order > Part Orders  

  • To know what Vendor Orders you need to create and submit, you would use Parts Needed Report

For further information on this report, this is the link to the relevant article - Reporting - Parts Needed Report

  • It should be noted that a VO will not produce a transaction that will integrate to your accounting package

Vendor Receiving (VR)

  • This is the second step in the VO / VR / VI process 

  • If you have placed a Vendor Order, it is very important that any VR is allocated against the relevant VO

    Otherwise you will have unfulfilled Vendor Orders sitting in the system when that really isn't the case

  • To process a VR, from the Blackpurl Header > Order > Part Receivings  

  • It is important that all your VR are processed within a reasonable time, to keep customers that are waiting for the stock happy, stock on your shelves and keep the right information in Blackpurl ie Part Record

Sublets Receivings are done in the same way - What is a Sublet / How to Setup a Sublet

  • It is also important that you keep track of your VR and making sure that all VR are finalised by the Commit Receivings action

    It is only after the Commit Receiving action is completed will the parts show up in stock

    This article will assist you in keeping track of your VRs - Reporting - Active Receivings

  • It should be noted that once the VR is finalized a transactional journal will be integrated to your accounting package
    • It will DEBIT the relevant Inventory General Ledger and CREDIT the accounting integration General Ledger for A/P Inventory Accrual waiting for the Vendor Invoice to be processed

  • This is why it is important to finalise the VO / VR / VI process as the A/P Inventory Accrual General Ledger is a clearing account and it needs the VI to clear the entries out

Vendor Invoice (VI)

  • The last step in the VO / VR / VI process

  • This is where you process and finalise the VI 

  • To process a VI, from the Blackpurl Header > Order > Part Invoices