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
- These are the links to articles that will assist you in knowing how to do a Vendor Order:
- It is important that you keep a track of your Vendor Orders and these articles will assist you in doing this:
- 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
- This is the link to the article that will assist you knowing how to do a VR - How to Receipt / Receive Parts into your Inventory (including Sublets)
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
- Once you have Commit Receiving the VR, these articles will assist in getting the parts ready for customers:
- 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
- This article will assist on how to process a VI - How to Create a Vendor Invoice - Reconcile Parts Invoice (Parts and Sublets)
- It is important that you keep a track of your VI and ensure that the FINALIZE INVOICE action is completed
- This article will assist on listing any VI that have not had the FINALIZE INVOICE action completed - Reporting - Recent Vendor Invoices
- It should be noted that once the action of FINALIZED INVOICE is completed, a transactional journal will be integrated to your accounting package
- It will DEBIT the accounting integration General Ledger for A/P Inventory Accrual (clearing out the entry from the VR) and CREDIT the relevant Accounts Payable Vendor as a document for you to pay