Overview
The Purchase Orders & Invoices file in Music Monitor records department purchases from time of initial order to payment. It consists of two main sections:
Orders: Record items you have ordered and the quoted prices
Invoices: Record items you have received and the invoiced amounts
You can allocate Orders and Invoices to department Budgets. See Manage Budgets for guidance.
The Process
The expected process for using this module is:
Create an Orders record
Add Items to the Order
Email the Order to the Supplier
Receive an invoice
Create an Invoices record
Receive the goods
Mark off the Items as received
Bill the cost to a student if relevant
Add the Item to your Resources file if relevant
Orders
Navigation
Go to Office Admin > Purchase Orders & Invoices > Orders
Or, if you are already in the Invoices section, select the red Orders button
Add an Order
Select the green + button to add an Order
The fields are as follows:
Order Date: This will pre-fill with today's date. Edit if needed.
Order No.: Type an entry in or select the Auto-enter button to use the next number after the last one that was used.
Ordered By: Select a Staff Code from the drop-down
Supplier: Select from the records in your Contacts file that are categorised as "Supplier"
Supplier Email: This will auto-fill when you select the Supplier
Campus: Optional
Budget:
The first field under this heading will pre-fill with the current year. Edit if needed.
In the next field, select from the entries in your Budgets file corresponding to the selected year.
Select the Pencil icon to set up a new Budgets record if the one you need does not exist.
Items: This is a portal to a list of items. See the next sub-section for use of this portal
Order Status: This will display as "Incomplete" if your order has Items that are not marked as received, and otherwise as "Complete".
Order Total: This will display the total of all quoted price in the Items portal.
Notes: If you enter text here, you can search by it later.
Items
Add a new Item to this Order using the green + icon at the top of the portal.
Fill out the fields as follows:
Order Information: This will pre-fill with the entry from the Order itself. Fields that pre-fill are:
Date
Ordered By
Order No
Supplier
Campus
Budget
Description: This is what the item is.
Ordered For: You can select a student from the drop-down here and then you have the option to bill the amount to the student.
Quoted Price: Enter the amount you were quoted
Price (actual): This will be auto-filled when you enter the invoice information later
Notes:
Delivery Information: This will auto-fill when you enter Invoice information after receiving the goods. Fields included are:
Received?
Date Received
Del Docket No
Invoice No
Send to Accounts File
To creates a Student Accounts line item against the student listed in Ordered For for the Price (actual), select the blue Send to Accounts file button.
Add to Resources File
If you have ordered these items to add your resources, you can create a new record in the Resources File for the item. This is particularly useful for adding new instruments or sheet music to the resources file. Just select the blue Add to Resources File button.
Email Order
To email an order to the supplier select the blue Email this Order button. Follow the prompts to configure the email. Details of the items on the order will be auto-filled when the email is created.
Invoices
Navigation
Go to Office Admin > Purchase Orders & Invoices > Invoices
Or, if you are already in the Orders section, select the red Invoices button
Add an Invoice
Select the green + button to add a new Invoice
Fill out the fields as follows:
Campus: Optional
Supplier: Select from the records in your Contacts file that are categorised as "Supplier"
Description: A short description that can be included on an Expenditure Report
Invoice Details: Fill in as per the information on the invoice. Fields included are:
Invoice Date
Inv Number
Inv Amount
Inv GST
Actual Cost
Budget Details: Enter the Year and select from the available Budgets in that year. The remaining fields in this section will pre-fill:
Cost Centre: The Cost Centre allocated to this Budget
Total Expenditure: Current total of the Actual Cost amounts allocated to this Budget
Budget Amount: The amount set up in the Budgets record
Balance Remaining: The Budget Amount minus the Total Expenditure
Items
There are two Items portals on the Invoices screen.
The Outstanding or Uninvoiced Items portal displays all items currently on order from the selected supplier. You can refresh this portal by clicking the portal heading.
The Items Received portal displays items that are linked to this invoice.
To assign items to this invoice, select the dark grey Select button.
You can link items from one order to different invoices if needed.
Reconciled Toggle Box
The Reconciled toggle box can be used to manually track whether the given invoice has been reconciled with the records of your accounts department.
Scripts and Reports
In Orders, two scripts are available under More in both the Orders and Invoices.
Expenditure Report displays one of two expenditure reports based on order and invoice items.
Outstanding Items displays a list of outstanding items from orders.