Receiving Stock - Download Provet Invoice

When are invoices available for download?

Provet only makes invoices available once Provet have despatched the goods. Invoices for electronic orders are made available within one hour of Provet despatching the goods. Invoices that are placed by phone or fax are made available after midnight of the day that the order is despatched.

There are two settings in VisionVPM that determine what happens to the invoices when they are downloaded.

Go to: Stock menu > eSend options > Provet > Provet - Setup.

• Invoices downloaded should be...
  • Added to the Pending invoice list - these invoices will not be saved until a date has been entered, enabling you to check the contents first. We would recommend this option be selected to enable you to check that the invoices are correct compared to the stock which you received. There may also be occasions where you want to download the invoices but do not have time to check them. In this case you can review the invoices at a time convenient to yourself.
  • Added automatically as a standard Provet invoice - automatically saves the supplier invoice with today's date.
• If the Provet list price differs from the clinics cost price...
  • Save the list price to the Provet supplier only - VisionVPM will only update Supplier List Price for that Supplier on the stock item.

  

  • After each download, display any products that differ on the 'Update Prices' window - this option allows you to view, change and print any price changes. Please refer to the section on Update Prices further in this chapter. We would recommend to select this option so you have the opportunity of selecting which prices if any are updated. You also have the option to print the list of changes.
  • Automatically update the clinics cost price and associated sale price/formulations - VisionVPM will automatically make any associated price changes.

To Check for invoices from Provet e-Order

Go to:

• Stock menu > eSend Options > Provet > Check for New Invoices.

  OR

• Main menu > Suppliers module > Suppliers menu > Provet Options > Check for New Invoices.

1. Click Yes to the following prompt:

   

   • If there are any price changes, the Price Update window will be displayed, similar to below.

   

   • Please note only stock items with a different Provet Cost price from the your Pack Cost will be displayed.
   • By default the Update associated formulations and estimates check box will be selected. If you do not want to update formulations and estimates containing these stock items, clear the check box.
   • From this window, you can perform the following functions:

   a) To remove items that you do not wish to update prices for, select the required items and click Clear.

   b) Click Update to update all products within the list so that the Pack Cost matches the Provet e-Order's cost price.

   c) Click Stock to view the Stock Details window for the selected stock item.

   d) Click Print to print the list. This is useful, for example, when you wish to keep a printed copy of the price changes.

2. VisionVPM will then display the Pending Invoice List window, if you have selected to display this window, otherwise the Supplier Audit window will be displayed.

   

3. From the Pending Invoice List window, double-click each invoice to check the contents and when correct enter today's date in the Date field and click Save.
   • VisionVPM will then add the invoice to the the Supplier's Activity window and the Supplier Invoice List window.
   • The Pending Invoice List can be viewed at any time by going to: Main menu > Suppliers module > Suppliers menu > Provet Options > Open Pending Invoice List.