Overview

The Invoice Entry function is used to add stock into Retail Edge when receiving goods from a supplier. This process records the supplier invoice, applies any charges or discounts, and updates inventory once the invoice is accepted.

Accessing Invoice Entry

1. From the Edge Main Screen, click STOCK.
2. From the menu on the left, expand Stock.
3. Select Invoice Entry.

Stock menu — select Invoice Entry

An Invoice Entry window will appear.

Entering Invoice Information

Complete the invoice details as follows:

• Supplier: Select the supplier from the drop-down list and press Tab.
• Invoice Number: Enter the supplier invoice number and press Tab three times to reveal the remaining fields.
• Appro Invoice: If this is an approval invoice, tick the Appro checkbox.
• Stock Total: Enter the total value of stock items only, excluding GST, freight, or other charges.
• Additional Charges: Enter any additional costs such as freight, packaging, or insurance.
• Item Count: Enter the total number of items on the invoice.

Important: If the invoice includes discounts and you enter the discounted stock total, do not enter values in the Disc % or Disc $ fields.

Ensure the Total incl. GST field matches the supplier invoice, then click OK to continue.

Invoice Entry window — complete all fields before clicking OK

Adding Stock Items

1. A blank grid screen will open listing all items added to the invoice. Click Add at the bottom.
2. A Stock Entry screen will appear. Supplier, invoice number, and date are pre-filled and cannot be edited.
3. Enter the item details following the Stock Entry process. Repeat until all items are entered.

Stock Entry grid screen — all items added to the invoice

Reviewing the Invoice

1. Once all items are entered, click the Invoice button at the bottom of the grid screen.
2. This reopens the Invoice Entry window. The goal is for all figures in the Variance column to be 0.
3. If there are discrepancies, review the invoice entries and correct them.

Variance column — all values must be 0 before accepting

Note: Retail Edge will not allow an invoice to be accepted if the variance exceeds $1.00.

Common Causes of Variances

• Incorrect quantity entered: Ensure the quantity matches the supplier invoice.
• Incorrect cost price: Verify the cost entered is the unit price, not the total price for multiple items.
• Freight allocation not calculated: After entering unit cost, press Tab to allow the system to calculate pro-rata freight allocation.
• Discounts or GST applied incorrectly: Check that discounts and taxes match the supplier invoice.

Accepting the Invoice

1. Once all variances are resolved and totals match, click Accept.
2. The invoice will be finalised and stock quantities added to your inventory.

Invoice Entry window showing zero variances — ready to accept

Important: Until the invoice is accepted, the stock will not appear in your inventory.

Best Practices

• Always verify invoice totals before accepting.
• Ensure cost prices are entered per unit.
• Press Tab after entering costs to calculate freight allocation correctly.
• Double-check quantities to prevent stock discrepancies.