Purchase Invoice

Understanding Purchase Invoice

A purchase invoice is like a shopping receipt you get from a store. It’s a paper or digital document given by the seller that lists all the important details of your purchase. This includes things like a special invoice number, what you bought and how much it cost, any taxes you need to pay, and when the payment is due. It’s an important record for things like keeping track of money spent, paying taxes, and managing what’s in stock.

 

Permission for Add a New Purchase Invoice

For adding a purchase invoice you must have super admin privileges or the necessary permissions.

To initiate the “Permissions” 

Navigate to Settings 

Click on Users and Roles

Search the user or group to whom you want to give  permission.

Click on Action icon against the user or group and select Edit

Go to permissions and allow permission for the  below

• Manage Po List
• Show Only Self Created PO (for Viewing Select Created Purchase Order for AMC)
• Create PO
• Edit PO
• View PO
• View PO Stage
• Delete PO
• Create Invoice
• Edit Invoice
• Delete Invoice
• Show Invoice
• Manage Invoice Actions

Click on Save and exit.

 

Add a New Purchase Invoice

Note: Please note Purchase invoice against the Purchase order can be added only after Both the GRN is Completed

Navigate to Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing page

Go to Pending invoices Tab

To upload invoice

Right-click or click under the action button and select “Invoice.”

Click on the ‘+‘ sign at the top right.

Enter the Invoice number, invoice date, and amount, ensuring they match the specified criteria.

Upload the copy of the Vendor invoice.

Click on “Save“ to finalize the invoice creation

Please note all red mark fields are mandatory and need to fill.

You can also upload a partial invoice with the same Process

 

View the Purchase invoice

Navigate to Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing page

Go to the Contracted Tab and Locate the purchase order number.

Right-click or click under the action button and select “Invoice.”

You can view the Invoice and if you’re authorized you can approve or reject the invoice also.

 

Editing and Delete Purchase Invoice

Please note that once the purchase invoice is uploaded, it cannot be edited or deleted. If necessary, you can reject this invoice from the Finance Module and then reupload the corrected version

 

Rejecting a Purchase Invoice

To Reject a Purchase invoice

Navigate to Left Menu > Finance >Sales invoice 

You will land on the Finance Module

Navigate to Left Menu >Invoice >Purchase invoices

You will land on the Purchase invoice Listing page

Locate the Purchase Invoice number in the Pending Invoices Tab

Click on the Reject Tab on the Right and mention the Reason for Rejection

This Purchase Invoice will now show in the Rejected invoices Tab .

 

Purchase Order

Request for Quotation

Understanding Request for Quotation

Request for Quotation is the stage where the Purchase requisition is received by the employee after getting approvals from the PO Authorization and Finance Authorization. It is here when the employee asks for quotations for the materials requested from various vendors. This helps the company to make the best decision depending on the quotes they give.

 

Settings

Navigate to Settings > Purchase.

Under the Purchase Preferences tab, check the box Request for Quotation.

Click on Update.

 

Permissions

Navigate to Settings > User Roles.

Select the employee you want to give Campaign Permissions to and scroll to the right.

Select Edit option from the Action dropdown menu.

Go to the Permissions tab.

Enable the Manage Procurement Quotation permission.

Click on Save.

 

Using Request for Quotation

Navigate to Left Menu > Purchase > Request for Quotation.

Any Purchase Requisition that receives approval from the PO Authorization and Finance Authorization are listed here.

Check the box beside the Requestor Employee. 

Click on the yellow box and click Get Quotation.

In the Quotation window that pops up, select the date and time. Also, select the vendor name from the dropdown options available. The user can select multiple vendors.

Click on Save.

Once done, the request for quotation will go to all the vendors listed. The vendors will send their quotations which will be listed under the Request for Quotation index page.

This will now be Reflected in the In progress Option under Request for Quotation.

 

Approving or Rejecting Request for Quotation

Select the Not Received option or Received option from the Quotation Status dropdown. Also enter the date and time. Enter any comments, if required.

Click on Save.

Once rejected, it will show under the Completed tab.

The Status of the Received ones will show as Pending in the Request For Quotation Index Page. 

Scroll to the right and select Action>Generate PO.

A PO form will open for the user. For more details on it, please refer to the PO document.

 

Purchase Requisition

Understanding Purchase Requisition

A Purchase Requisition is the request from a department/employee to its purchase team for buying any stock for their own use or for sale. A request for it is first reviewed by the Purchase Department after which an approval or rejection is given depending upon the feasibility and need. It is after the approval that a Purchase Order is created

 

Settings

Navigate to Settings > Purchase.

Under the Purchase Preferences tab, check the box Purchase Requisition.

Click on Update.

 

Creating Purchase Requisition

Navigate to Left Menu > Purchase > Purchase Requisition.

All the Purchase Requisition created would be visible on the index page.

Click on the plus button on the top right.

A Purchase Requisition form will open.

Enter all the mandatory fields.

Also, scroll down and enter all the Product Details.

Click on Save.

Note: After a Purchase Requisition is created, it needs two approvals. One from the PO Authorization and the other from the Finance Authorization. Once approved, it will become a Purchase Order.

 

Approving Purchase Requisition

Navigate to Left Menu > Purchase > Purchase Requisition.

All the Purchase Requisition created would be visible on the index page.

Scroll to the right of the purchase requisition for which the approval needs to be given. 

Select the Auth Status option from the Action dropdown menu.

In the Authorization Status pop up window that appears, select the Approve or Reject option.

Click on Save.

Once approved from PO Authorization, Finance Authorization needs to be approved in the same way.

After getting both the approvals, a check box appears on the extreme left hand side of the purchase requisition.

Check the box and click on the three dots> Quotation All.

Click on Submit.

Note: Once the user submits the Purchase Requisition, they will go to the team that is responsible to get in touch with the vendors for their request.

 

Pricelist

Understanding Price List

A price list is a document or database that outlines the prices of products or services offered by a business. It provides a comprehensive listing of items along with their respective prices, often organized by categories or product lines. Price lists are used by businesses to communicate pricing information to Price Lists.

 

Adding Price List

Adding a Price List in AntMyERP is easy! You just need to put in their important info into one place. Here’s what you do.

In the Product Master, enter the important pricing information for each product. This includes details such as Maximum Retail Price (MRP), Dealer Price, Special Price, and Minimum Selling Price (MSP).Once you input the pricing information for a product in the Product Master, it will automatically get reflected under the Price List section.

 

Creating Price List from the Creation Page

Navigate to the Left Menu > Settings > Masters > Products.

Click the + Icon button on the top right corner of the page.

Begin by adding all product fields details along with a price list check mark.

(Please note that this check mark of price list will appear in communications document like Quotations)

Enter all mandatory fields along with all the details of your Price List

After entering all the details, click Save.

Productivity Tool: You can add Price List from the Quick Add directly adding Product.

Note: Price List entries are added while creating, editing  Product within AntMyERP.

 

Exporting / Downloading Price List 

Navigate to Left Menu > CRM Sales > Reports > Price List 

You will lands in Price List Listing Page

Now go to the Top Right Menu > Download Price Lists> Save

All your Price Lists data will be downloaded here.

All your Price Lists are Exported from your AntMyERP to CSV. file

Note : Export / download can be done only by the users who have the permission from admin.

 

View Price Lists

Navigate to Left Menu > CRM Sales > Reports > Price List 

You will lands in Price List Listing Page

Locate the Price List in the Price register with the help of Live Search and type the Product name which you want to display price.

Now you can view the Price List whom you want to View.please follow below steps.

 

Editing Price Lists

Navigate to Left Menu > CRM Sales >Reports > Price List 

You will lands in Price List Listing Page

If you want to edit the Price list for the Product, these changes only happen by editing product master and updating prices.

Make the necessary changes to the Product will be captured in the price list automatically. 

 

Deleting Price Lists

Navigate to Left Menu > CRM Sales >Reports > Price List 

You will lands in Price List Listing Page

If you want to delete data from the Product of Price list.

Edit Product and remove all prices related details. 

Now this Product will no longer be displayed under Price List Register.

Note: If a Price List details are removed from Product master, these products no longer display under Price list register.

User Permission:

“Manage Price List Register” is the User permission applied then only the user is able to view this Report under his own log in.