Inventory Processes

What is it and what is it for?

When your company's sales or purchase flow is split into several steps — first the goods are dispatched or received, and only later billed — it's easy for orders to pile up with dispatched, received or transferred quantities that still haven't been billed. These four screens exist so that pending work doesn't accumulate or have to be handled line by line:

• Sales Orders Pending Dispatch: creates the Dispatch for the lines of a Sales Order that still haven't left the warehouse.
• Dispatched Sales Orders Pending Bill: turns already-dispatched quantities of a Sales Order into a Credit Invoice or a Cash Invoice.
• Received Purchase Orders Pending Bill: prepares the Vendor Bill for quantities already received on a Purchase Order.
• Transferred Consignment Orders Pending Bill: bills the consignee for the merchandise it transferred from its consignment location (which signals it was sold).

In every case the pattern is the same: you filter, see a list of pending lines with the quantity already moved and the quantity already billed, select the ones you want to process (optionally adjusting the quantity), and generate the final document with a single click.

How to use it

1. Sales Orders Pending Dispatch

1. Pick the Customer (required) and, if your company has Subsidiaries, the Subsidiary.
2. Click Refresh to see the lines of authorized Sales Orders with a quantity still pending dispatch.
3. Check the lines to process and, if needed, adjust the Amount to be Dispatched for each one.
4. Click Dispatch. AdmCloud creates the corresponding Dispatch document.

2. Dispatched Sales Orders Pending Bill

1. Filter by Date range, Subsidiary, Customer, Sales Order or Sales Territory, and set the Location where the invoice will be processed.
2. The list shows, for each already-dispatched Sales Order line, how much was ordered, how much was dispatched and how much was already billed.
3. Select the lines and adjust the Amount to be Invoiced if your company allows billing quantities that haven't been dispatched.
4. Click Create Credit Invoice or, if you're collecting payment right away, Create Cash Invoice (also specifying a Payment Method and Cash Account).

3. Received Purchase Orders Pending Bill

1. Pick the Vendor and the invoice Currency (both required); once the list has data on screen, these two fields lock so you can't accidentally mix vendors or currencies.
2. Optionally filter by date, Subsidiary or Location and click Refresh.
3. The list shows, per already-received Purchase Order line, the ordered, received and already-billed quantities.
4. Select the lines, adjust the Amount to be Invoiced if applicable, and click Bill.
5. AdmCloud takes you to the Vendor Bill form with those lines already loaded — price, discount, taxes and ledger account included — so you can finish and save the document.

4. Transferred Consignment Orders Pending Bill

1. Pick the Customer (the consignee) and their Consignment Location; optionally filter by a specific consignment Sales Order.
2. The list shows the lines transferred out of that location — meaning sold by the consignee — together with what's already billed and what was returned unsold.
3. Select the lines to bill and, if your company uses installments, review or adjust the Installments tab.
4. Click Bill. AdmCloud generates the Credit Invoice and takes you to its detail.

Main capabilities

• Generates several documents at once from lines belonging to different Sales Orders or Purchase Orders, instead of creating them one by one.
• Lets you adjust the quantity to dispatch or bill per line before processing, instead of forcing the full pending amount.
• Groups and shows on each line the quantity already moved (dispatched, received or transferred) against the quantity already billed, so you always know what's still pending.
• On Received Purchase Orders Pending Bill, carries over to the Vendor Bill form the price, discount, taxes and ledger account already set on the Purchase Order.
• On Transferred Consignment Orders Pending Bill, automatically groups serial numbers when the item is serialized.
• Batches of more than 5 lines are processed asynchronously, without blocking your session while the documents are generated.

Key fields

Validations when saving

• At least one line must be selected before dispatching or billing; otherwise AdmCloud shows a notice asking you to pick a document.
• The source Sales Order or Purchase Order must be authorized and not voided at the moment it's processed; if it changed while the list was open, the line is rejected.
• Location is required to generate the Dispatch or the Credit/Cash Invoice on Dispatched Sales Orders Pending Bill.
• Payment Method and Cash Account are required when creating a Cash Invoice.
• Customer, Vendor, Currency or Consignment Location are required before you can see the list, depending on the screen; once there's data on screen, Vendor, Subsidiary and Currency lock on Received Purchase Orders Pending Bill so currencies aren't mixed.
• On Transferred Consignment Orders Pending Bill, the amount to be invoiced respects what was already returned: you can't bill more than what was transferred minus what was returned and already billed.

Availability, permissions and conditions

• These screens require the Inventory module active, plus the Sales Orders module (Sales Orders Pending Dispatch, Dispatched Sales Orders Pending Bill) or the Purchase Orders module (Received Purchase Orders Pending Bill). On the Enterprise edition, these modules must be active for your company.
• Sales Orders Pending Dispatch and Dispatched Sales Orders Pending Bill only appear if your company has the mass Sales Order billing-and-dispatch preference turned on; allowing billing or dispatching beyond what has already moved is a separate, additional preference.
• Received Purchase Orders Pending Bill only appears if your company has the mass Purchase Order billing preference turned on; showing not-yet-received quantities is a separate, additional preference.
• Transferred Consignment Orders Pending Bill requires your company to have Consignment Sales Orders enabled.
• To generate each document you also need the specific permission for that document in your user group: Dispatches, Credit Invoices, Cash Invoices or Vendor Bills, depending on the screen.
• With Subsidiaries enabled and more than one active, you must pick a Subsidiary before results are shown.
• The Attribute columns (for example Color or Size) and Serial Numbers only show up if your company has those Advanced Inventory features enabled.

Tips and common mistakes