--- title: "Manual Processing - Multi Receipt Supplier Invoice" canonical: "https://kb.myframeworks.com.au/space/PROSTIXV48DOC/31099924/Manual%20Processing%20-%20Multi%20Receipt%20Supplier%20Invoice" format: markdown --- This procedure explains how to match one or more Receipts to one or more Creditor Invoices including: Stock Receipting When receipting stock via ProStix Main Menu options ' Purchasing & Receipting ', then ' Stock Receipting ' or ' Purchasing & Receipting ', then ' Purchase Order Processing ', you are able to enter a supplier's Invoice or Delivery Docket number that has previously been used, but not yet posted. If a Docket/Invoice number is entered that has been previously used for this supplier, the system displays the following message, allowing you to either accept the entry or type a different Supplier Invoice or Docket number: 'Invoice Number previously used - P/O '9999999/1' - Continue - Y/N' If you attempt to enter a Docket/Invoice number that has previously been used but already Posted (that is, approved via the Creditors Invoice Approval program), then the following message appears. 'Error - This invoice number has already been processed' You are unable to continue without changing the number. Creditors Invoice Approva l The Creditors Invoice Approval program allows the selection of multiple Stock Receipts for a Supplier Invoice and also allows the selection of one receipt across multiple Invoices. Approving an invoice with Multiple Receipts To approve an Invoice with Multiple Receipts , p erform the following: 1. F rom the ProStix Main Menu select ' Purchasing & Receipting ', then ' Creditors Invoice Approval ', select the required company. 2. Select (New Batch) , then the period to post, then select 'M ulti-receipt Supplier Invoice '. 3. When this option is selected a 'Supplier/Invoice Number' screen appears allowing you to select a Supplier and enter the appropriate Invoice/Docket number for approval. 4. The 'Receipts for Supplier' screen displays any outstanding Receipts for the supplier (starting the list from the invoice number entered in the previous screen) that have not yet been approved. Note : To view an earlier receipt that has not been approved but cannot be seen on the screen, select the to reveal any invoices that fall in number sequence before the invoice number entered. The also allows you to sort by Purchase Order number rather than Invoice number if required. 5. To select multiple receipts for approval, use the key to place an arrow (>) next to the required receipts to signify they are selected. 6. To deselect a receipt, use the key again to remove the arrow (>). 7. After the required receipts have been selected, select to proceed with the approval. 8. Validation is performed to ensure that each receipt that has been selected has the same invoice number as entered when originally selecting the supplier and entering the invoice number. For example: I have entered Invoice number 0073 so if I was to also select Invoice number 0074 the following message would appear: 'Question - There is a conflict of Invoice Numbers in the receipts'. All receipts will be assigned the Invoice Number 0073. Would you like to continue? 9. Once the required receipts have been selected, you are taken the ' Creditors Invoice Approval' screen. 10. The 'Invoice Amount' field is not calculated and you must select the ' Invoice Details ' option to display the Invoice Details and Total . 11. After the amount of the invoice has been entered into the ' Invoice Amount ' field, the invoice may be added to the batch and completed as normal. Approving Multiple Invoices for one Receipt To approve an Invoice with one receipt, perform the following: 1. From the ProStix Main Menu select ' Purchasing & Receipting ' then ' Creditors Invoice Approval ', then select the required company if appropriate. 2. Select (New Batch) , the period to post, then select 'Find by Supplier No. '. Note : There is an (Partial) function on this receipt selection screen that allows you to select the required products from the Receipt as per the Supplier Invoice. 3. To select the required product(s) for approval, use the key to place an arrow (>) next to the required receipts. 4. To deselect the product, use the key again to remove the arrow (>). 5 After the required products have been selected, use the function key to proceed with approval. 6. You are then taken to the 'Creditors Invoice Approval - Invoice Header' screen. 7. The 'Invoice Amount' field is not calculated and you must select the ' Invoice Details ' option to display the Invoice Details and Total as above. 8. After the amount of the invoice has been entered into the ' Invoice Amount ' field, the invoice may be added to the batch and completed as normal. 9. To approve another invoice for the same receipt, select the (Partial) function key from within the 'Find by Supplier No.' option. When is selected, an 'Invoice for Partial Receipt' screen appears displaying the remaining products for Invoice Approval selection. 10. Once the Invoice Amount has been entered, if you attempt to then use without changing the Invoice number, the following message is displayed and you are unable to continue until the number is changed: 'This invoice number has already been processed - 9999'