When you get merchandise from a vendor, it needs to be added to the inventory.
To do this, start at the Home window and:
1. Choose Supplier Invoice from the Inventory menu.
 
Figure 41. Supplier Invoice on Inventory menu.
A blank Supplier Invoice will appear on screen. It is designed to look much like the standard invoice vendors use.
 
Figure 42. Supplier Invoice.
The first entry is the Date box. ShopKeeper has filled in the current date for you and highlighted it. To change the date, simply type in a new date. For now, we will leave the date as it is.
2. TAB once to the Invoice # box and enter 4567 for the vendor’s invoice number.
This can be the number on the vendor’s invoice or packing slip.
3. TAB once to the Vendor ID and enter “MS”.
4. TAB once to the Floor Plan box.
The Floor Plan field will become highlighted, and an entry is filled in for you, if there is one.
The vendor’s name and address will appear under the date box.
 
Figure 43. Floor Plan field, Supplier Invoice.
5. Enter ITT—TAB.
A box will appear asking for the date when the vendor must be paid. If you click on Done, the payment date will be set automatically for 30 days after the date showing.
When there is no finance company entered, you can Tab through the Floor Plan field to the ITEM NO. field.
This time, however, we are making a direct entry.
 
Figure 44. Date Adjustment for Floor Plan payment.
6. Click on Done.
The cursor moves to the ITEM NO. box.
7. Enter 4112/ and TAB.
Always use the Item No. in your shop’s inventory, not the vendor’s number—unless they are the same.
 
Figure 45. Supplier Invoice, Quantity field.
Note that ShopKeeper has filled in MFG/MEMO, DESCRIPTION, PRICE and COST/UNIT, for you.
The cursor moves to the QUANT. field.
8. Enter 3—TAB.
As soon as you Tab, the MFG’S # field becomes highlighted—which means it is ready for typing in an entry without doing anything else.
 
Figure 46. Manufacturer’s Number field.
This is where the manufacturer’s item number from the vendor’s invoice is entered—not the vendor’s number.
In this case, Maison Supplies’ number for the kit is entered for you by ShopKeeper because it is already on record in the Inventory File.
9. TAB the cursor to the Item No. field on the second line.
...or use the down arrow on your keyboard.
10. Enter 401/—TAB.
 
Figure 47. Auto entry in Manufacturer’s Number field.
11. Enter 4 under QUANT .—TAB to ITEM NO. on the next row.
12. Enter CN272/—TAB—Enter 2 under QUANT—TAB.
Notice that CN272/ changed to CN272*J. The star (*) means this item has a serial number.
 
Figure 48. Serial numbered Item No.
13. Tab to the SER NO. field.
A box for serial numbers will appear on the screen.
 
Figure 49. Entry box for serial numbers.
Note that just below “Multiple Serial Numbers”, it reads Row 3, 1 of 2.
Two gold coins were entered, so when you type in the first serial number it will be 1 of 2.
14. Type in the Serial No. NJ1661—TAB.
After the Tab, the entry field will be empty. The header will say Row 3, 2 of 2.
15. Enter NJ1662—TAB.
After the Tab, you should see the first number, 1 of 2, again, but highlighted.
The highlighting tells you a serial number has been entered for the each item. In this case, it is for two items.
 
Figure 50. Serial number entry.
16. Click on Done.
 
Figure 51. Serial number entry highlighted.
You have entered three different items on the Supplier Invoice successfully.
Notice the totals are computed for you.The total cost of the three items you entered is in the lower right corner below the words, Page Total. The amount is 2323.00.
There is another total in the upper right corner of the page—the Computed Total.
The Computed Total is the total cost for all the items on all the pages of the invoice.
An invoice can be six pages long. In this case, as there is only one page, the Computed Total matches the Page Total of 2323.00.
17. Click on the Total box in the lower right corner.
The box will become highlighted.
 
Figure 52. T.Total and Computed Total fields.
This is where the total amount due is entered from the vendor’s invoice.
The T. Total must always match the Computed Total.
The forced match checks for typing errors or an overcharge by the vendor and on the current price. When you Tab after entering an Item No., the price in the COST/UNIT column comes directly from the Inventory File.
If the totals don’t match, it may be because the cost of the item has changed. In that case, you would enter the new cost in the COST/UNIT column.
ShopKeeper will not let you leave the Supplier Invoice when you click on Done, if the T.Total does not match the Computed Total.
The two numbers must match.
We are not going to enter a Discount or Freight from the vendor’s invoice in this practice session.
18. Enter 2323.00 in the T.Total field—TAB.
19. Click on the box next to Make Price Labels.
An “X” should show in the box to the left of Make Price Labels.
 
Figure 53. Make Price Labels and T. Total entry.
This sends information on each item you just entered in the Supplier Invoice to a special file. Later, the price labels can be printed from that file.
20. Click on the Done button.
 
Figure 54. Saving a Supplier Invoice.
The items you entered are saved and posted automatically to the inventory. You are finished.
Take some time to experiment. You cannot hurt anything. Click CANCEL when you are ready to return to the Home window.
