There are two simple ways to get to a new invoice template:
1. Click the Create a new invoice link from the Daily Books Menu
2. Go to the Series2K Home Screen. In the Navigation toolbar, under the Quick Launch section, click the Non-Fuel Invoice link and click New
When the invoice window opens
To enter a new invoice fill out the following fields in the invoice header (pictured above):
(** All fields with exclamation mark () are REQUIRED**)
1. Choose a supplier
2. Select the station/store
3. Choose the date of the invoice
4. Enter the Invoice #
5. Enter Invoice Total $
6. Enter Received by (optional for your records)
7. Enter Delivered by (optional for your records)
8. Enter A/P Account (optional for your records)
9. Enter the Paid By criteria
10. If paid by check enter the check #
The next set of buttons relates to managing the invoice
11. Fix Descriptions and Departments- allows you to search the web for suggested item descriptions
12. Modify Pricebook based on this- allows you to edit item retails and send updates to pos
13. Print Barcode- Use this tool to print barcodes needed for items on invoice
14. Previous Purchase Comparisons- Compare cost information from previous purchases
15. Fixed Contract Violations- Identifies items that violate cost contracts if previously setup.
Entering Line Item Detail: To begin entering the line items onto your invoice, choose the method by which you would like to look up the items. You do this in the “Change Lookup Method” box located on the bottom right of the invoice header.
By UPC: Enter the SKU number based on your invoice
By Description: If you do not know the SKU# you can find items by descriptions in your Price Book
By Supplier: If you have setup suppliers’ special ID # for specific items in your Price Book you can use this feature, but it must be setup first or else it won’t work.
(Pictured above is for manually entering a non-fuel invoice).
Enter the (1)
SKU, Description or Supplier # in the first field on the blank invoice, then tab to the (2)
Quantity field enter total individual items received in relation the UPC # (i.e.: if the UPC# is for 1pk of cigarettes and you bought a carton with 10pks in it then you’ll enter 10 for Quantity, and enter (3)
Cost based upon 1 of the 10pks.
So if you paid $50 for 1 carton of 10pks, then each pack cost you $5, thus in the Cost field you’d enter $5.00. After doing so, the (4)
Extended field should display the total cost for that particular item received) There is a calculator in the Quantity field to assist you, click on the arrow to use.
After you’ve entered all of the items into the invoice be sure that the “Difference” at the top is $0 (pictured below). This indicates that your invoice is balanced.
You can also modify retail prices based on the items on the invoice, by clicking on the button “Modify Pricebook Based on this”