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This page explains how to complete the Invoice and Stock received sections of a Simple Purchase after the Order section has been completed and authorised.
See Purchase Orders (Order) for how to create a Simple Purchase and complete the Order section.
Invoice
1. Invoice Details
Move from the Order tab to the Invoice tab and enter the Invoice number, date and due date.
Note: once you’ve entered the invoice date, Dear will autofill the due date according to the payment terms set for the supplier.
Double check that the due date is correct as per the invoice before proceeding as this is the payment due date that will be sent to Xero.
2. Click Copy to autofill details of product/s, quantity, price etc from the Order tab.
All of these details can be edited in the Invoice tab, however if you need to change the quantity this should be edited in the Order tab first (and click Save, and then go to the Invoice tab and click Copy again) so that Dear doesn’t think we’re still waiting on stock.
3. Additional costs
Enter any other charges in the Additional costs section
(e.g. freight, CDS, minimum delivery top ups, finance fees).
You can also enter discounts into this section - just enter the discount amount preceded by a - . E.g. you would enter a discount of $50 by adding the ‘Discount’ item with a quantity of 1 and a price of -50.
Additionally there is a ‘Rounding’ item here - use this if your PO’s total doesn’t match the invoice exactly (off by +/- 10 cents - any more than this might indicate the cost of a product or additional charge has been entered incorrectly).
4. Once the purchase total (bottom right of the page under Additional Costs) matches the invoice total you can click Authorise and proceed to the Stock Received tab.
Stock Received
5. Once in Stock received, click Copy from invoice and then Authorise to receive the stock.
6. Click button Mark as Received. Process is now complete.
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