This article will explain what the Vendor Order / Vendor Receiving / Vendor Invoice process is
It is very important that users understand the Vendor Ordering / Vendor Receiving / Vendor Invoices process or the VO / VR / VI process as this will maximize the control the dealership will have on the inventory and keep a close eye on Sublets
Sublets will also need to go through the full VO / VR / VI process
It will also provide an understanding as to why the full process needs to be completed especially if you have accounting integration
Did you know you can actually do the Vendor Receiving and Vendor Invoice together? Review this article for more information - Completing the Vendor Receiving and Vendor Invoicing together
Vendor Ordering (VO)
- This is the first step in the VO / VR / VI process
- This is another name for a purchase order
- This is to record what you are actually ordering from your Vendor and who it actually is for ie for stock or a special order Customer Order or Sublet
- To process a VO from the Blackpurl Header > Order > VO - Parts & Sublet
- To know what Vendor Orders you need to create and submit, you would use Parts Needed Report
For further information on this report, this is the link to the relevant article - Reporting - Parts Needed Report
- These are the links to articles that will assist you in knowing how to do a Vendor Order:
- It is important that you keep a track of your Vendor Orders and these articles will assist you in doing this:
- It should be noted that a VO does not produce a transaction that will integrate into your accounting package
Vendor Receiving (VR)
- This is the second step in the VO / VR / VI process
- If you have placed a Vendor Order, it is very important that any VR is allocated against the relevant VO
Otherwise, you will have unfulfilled Vendor Orders sitting in the system when that really isn't the case
- To process a VR, from the Blackpurl Header > Order > VR Receiving
- It is important that all your VR are processed within a reasonable time, to keep customers that are waiting for the stock happy, stock on your shelves, and keep the right information in Blackpurl ie Part Record
- This is the link to the article that will assist you in knowing how to do a VR - How to Receipt / Receive Parts into your Inventory (including Sublets)
Sublets Receivings are done in the same way - What is a Sublet / How to Setup a Sublet
- It is also important that you keep track of your VR and make sure that all VR are finalized by the Commit Receivings action
It is only after the Commit Receiving action is completed will the parts show up in stock
This article will assist you in keeping track of your VRs - Reporting - Active Receivings
- Once you have Commit Receiving the VR, these articles will assist in getting the parts ready for customers:
- It should be noted that once the VR is finalized a transactional journal will be integrated to your accounting package
- DEBIT the relevant Inventory General Ledger
- CREDIT the accounting integration General Ledger for A/P Inventory Accrual waiting for the Vendor Invoice to be processed
- This is why it is important to finalise the VO / VR / VI process as the A/P Inventory Accrual General Ledger is a clearing account and it needs the VI to clear the entries out
Vendor Invoice (VI)
- The last step in the VO / VR / VI process
- This is where you process and finalize the VI
- To process a VI, from the Blackpurl Header > Order > VI - Invoice reconcile
- This article will assist with how to process a VI - How to Create a Vendor Invoice - Reconcile Parts Invoice (Parts and Sublets)
- It is important that you keep a track of your VI and ensure that the FINALIZE INVOICE action is completed
- This article will assist in listing any VI that has not had the FINALIZE INVOICE action completed - Reporting - Recent Vendor Invoices
- It should be noted that once the action of FINALIZED INVOICE is completed, a transactional journal will be integrated into your accounting package
- DEBIT - A/P Inventory Accrual General Ledger (clearing out the entry from the VR)
- CREDIT - the relevant Accounts Payable Vendor as a document for you to pay
What could go wrong
- If you have under received ie you have processed a Vendor Receiving for a quantity of 10 but you actually received a quantity of 20
Just do another Vendor Receiving for the additional 10 received
Then follow through with the Vendor Invoice making sure you received both Vendor Receivings
- If you have over received ie you have processed a Vendor Receiving for 20 but you only received 15
You will need to continue with the VO / VR / VI process and finalize the VI for the incorrect Vendor Receiving
Then you will need to do a Vendor Return for the wrong quantity received - How to Create a Vendor Return for Parts and How to Report on Vendor Returns
In your accounting package, you would offset your Vendor Return Credit Note against the Vendor Invoice (that was wrong). The difference should be what the actual Vendor Invoice was for in the first place
- If your Vendor Invoice in Blackpurl does not match the hard copy Vendor Invoice
This would depend on why it doesn't match
Did you type in the wrong cost on one of the line items on the Vendor Invoice?
- You can do a Vendor Return for just that line item that is wrong and then process a VR / VI for the line item again with the correct cost
- Do a cost adjustment on the relevant part and create a new Vendor Invoice (or a credit note) and match it off to the Vendor Invoice - How to Complete a Parts Cost Adjustment
Did you forget to add the freight component?
- Just process another Vendor Invoice for just the freight and then in your accounting, you will need to match up the freight Vendor Invoice to the original Vendor Invoice to get the same amount to what the Vendor actually sent you
Things to remember if you have Accounting Integration
- BP Support will be unable to reopen a Vendor Receiving if a Vendor Invoice has already been processed against it
This is because there are quite a few journal / transaction entries together with First In / First Out (FIFO) entries on the relevant Part Records that have also integrated over to your accounting package
But if you have not processed a Vendor Invoice against the Vendor Receiving, then you are able to reopen the Vendor Receiving - the Vendor Receiving must be in Stocked status for the option to be there
Navigate to the Vendor Receiving and click on 
- We would suggest if you make a mistake, make sure you keep your bookkeeper in the loop on what was done and how you fixed it, just in case they need to do allocations in your accounting package
- Both Xero and QuickBooks Online will not allow duplicate Vendor Invoice numbering
If you are doing a fix-up and want to use the same Vendor Invoice for traceability, try using an A or B at the end of the Vendor Invoice or Return
For example:
- I processed a Vendor Invoice as 12356 / I subsequently needed to do a Vendor Return which needs to be matched against that Vendor Invoice so I would process the Vendor Return as 12356A or 12356REF
- I processed a Vendor Invoice as 258258 but I forgot to process the freight on it as well / I subsequently process another Vendor Invoice for just the freight and I want it to match with the original Invoice so I would process it as 258258A