Navigate to Purchase and Inventory. Select Purchase and then NonFuel Invoice from the drop down.
When you click the Non-Fuel Invoice tool a search criteria window will appear. Fill out the criteria, then click the “Search” button to access the Non-Fuel Invoice Listing window.
The Non-Fuel Invoice Listing window will appear. Click the “+New” button in the top right corner of the window.
A blank non-fuel invoice window will become available for you to edit.
The empty fields that appear red are required and must be filled in prior to entering in the items received.
- Store Code – Select receiving store from the dropdown list
- Invoice # – Type in the vendor assigned invoice number (or type in a unique number, such as the date. EX: 012919
- Vendor – Select the delivering vendor from the dropdown list
- Invoice Date – Date of delivery – type it in or select the date from the dropdown calendar
- Invoice $ – Cumulative total amount charged by vendor
- Diff $– The difference amount between invoice total and line item computed total
Additional Fields: Payment Term, Order Date, Purchase Order, Receive Purchase Order are available for your business needs, however they are not required fields when entering in an invoice.
View Type:
1. Click the the drop down menu to select the desired view type.
2. Select Set Default for this to be the way you view each invoice as you open in. Most choose Margin as their default.
Non-Fuel Invoice Line Items
Collapse Button– use the collapse button in the bottom right hand corner of the invoice screen to minimize the invoice header information and allow for a larger view to enter items
Add Item Options:
- New UPC Field– Use this option when adding a brand new item to the invoice that does not currently exist in S2K
- Search Options– Use this option to add items to the invoice based on UPC/description, Department of Vendor SKU
- New Row– Click this button to add a new row to the product listing based on the selection above
To add an item to the invoice, select UPC item from the dropdown and click New Row
The search window will open where you can enter a UPC or description to find the item
Tab through the list of items and click Enter to select
item will be added to the product list and default to show LAST COST.
In the QTY field, enter in the amount of sell-able inventory being received. It is important that the QTY is not entered in by case. The QTY will add to the current in-stock inventory value for the item.
*For example, when you purchase one (2) cases of Diet Coke Lime you will enter 48 for the quantity (single cans).
The next fields are Unit Cost and Extended Cost. The field will default to last cost. You can update if needed or leave the last cost as is. You can also enter the Extended Cost and the system will calculate the unit cost, if that is what you have on the invoice.
The remaining fields are Current Unit Retail and Margin for the item.
To add a Department to the invoice, select DEPARTMENT from the dropdown and click New Row. The department list will display for you to select the department
Then enter Qty 1 and the total cost for the department
To delete items from the invoice, click the trash can icon next to the item OR select the checkboxes next to the items and click the 'delete selected' button
If you would like to group items on the invoice, you can drag a column header to the top of the product listing to group by that topic. Then use the expand button to expand the information, like department.
To remove the group by, simply drag the column header back down to the product section
You can also right click on an item to see more options like 'View Item Details', 'View Item Inventory History' and 'Quick Modify Retail'
Continue adding items and depts to the invoice until complete and difference shows $0
Click Save when done to complete the invoice.
