Compeat provides the ability to convert orders to invoices or manual checks. This saves duplication of data entry. We recommend you do not convert an order until the items have been delivered and verified for quantities and prices. If the order is incomplete, you can still convert it and backorder missing goods.
To convert an order to an invoice or manual check, complete the following steps:
Open either the AP Invoices or Manual Checks screen, depending on what type of payment you wish to use.
Click the Convert Order button, then select the order to convert from the displayed list and click OK.
When you save the invoice or check, the order will automatically be converted and removed from the order list. Make changes to the invoice or check as necessary. For more information, see either AP Invoices or Manual Checks. Then, after you have made any needed changes to the order, posting the invoice or check is the act of receiving the order, from the standpoint of inventory counting.
If you receive an order that does not include all of the ordered items, you can still convert this order to an invoice or manual check. Items not received can be back ordered in two different levels of detail, depending on whether you have checked the "Allow back order on quantities" box under Setup > Other Definitions > Invoice & Check Settings tab.
If "Allow back order on quantities" is checked, you can adjust reorder quantities based on modifications you make to the converted order in the AP Invoices or Manual Checks screen. After converting the order, enter the actual amounts of items received if less than the original order amount. Then, when you save the invoice or manual check, Compeat will sequentially ask you whether you want to backorder the difference between the original order quantity and the modified amount (you can click Yes To All if you want to accept all the modifications you have made).
Note: Because catch weight items are expected to come in different than ordered, you will not be prompted to backorder them. However, you can mark them with zero quantity when received, and then they will remain open during the back ordering process.
When the prompts are finished, there will exist a backorder that represents the order item quantities not received. This order can be replaced, and subsequently converted to another invoice. All of the invoices created from an order will have the same PO#, because they all came from the same original order.
If the "Allow back order on quantities" box is not checked, you can still adjust the order for items not received. After converting the order, delete the lines of the items that were not received. When you save the invoice or manual check, Compeat will ask you whether you want to save the deleted items in an order for later use. If you save these items, you will now have an order consisting of only the deleted items; this order can be subsequently converted to another invoice.
Example
For example, assume you create an order in Compeat for XYZ vendor for 5
cases of Chardonnay and 5 cases of Bottled Beer. The order is sent to
the vendor. On Monday, XYZ vendor delivers only the 5 cases of Chardonnay.
At this time, you can convert the order to an invoice, and delete the
Bottled Beer line item. This invoice will now correctly only include the
Chardonnay. When on Tuesday, XYZ vendor delivers the Bottled Beer, you
can convert the order that now contains only Bottled Beer to a new invoice.