Receiving Invoices in Portal

RECEIVING INVOICES IN PORTAL (PART 1)

Barnet POS supports three ways to receive and process invoices: Importing, Receive from a Purchase Order, Manually Enter

1. Importing Invoices

You can import invoices from designated primary vendors using vendor-specific file formats. A Vendor Code must be assigned for import to work.

AB: Connect Logistics, BDL, Bees, Sleeman and Big Rock invoices can be imported into Barnet

BC: LDB, BDL, Bees, Sleeman and Arterra invoices can be imported into Barnet

SK: SLGA, BDL, Bees, Sleeman invoices can be imported into Barnet

Once an invoice is imported the final steps of balancing, saving and confirming cost updates apply to all 3 types of Receiving Invoices. We will show the complete steps in this first Importing Invoice section.

Go to Inventory>Receiving Invoices (or click the PO icon).

Click the green + NEW button, then choose ‘Invoice’.

Select the vendor from the pop-up window.

Click the green Import button, then choose ‘Import Invoice’.

💡 Note: There is also a basic CSV import option (CSPC + Qty only), but this is not used for full invoice imports.

Choose your saved invoice file. It will upload and process automatically, select “Continue”.

If the invoice includes new products, you’ll be prompted to set:

• Category (to apply correct tax)

• Unit Size (UOM)

• Deposit

• Optionally, edit name, case size, pack size, price, or margin.

After reviewing and confirming, the invoice will fully import.

Confirm the invoice balances then click “Save Invoice”.

• You’ll be prompted to apply new base costs. It’s best practice to apply changes so your product costs stay current.

• You can deselect specific SKUs or click Cancel if not updating costs (e.g., for old invoices).

After confirming the cost updates, the system will prompt you to activate new shelf prices based on the updated costs. Click “Yes” to review and apply new prices immediately, or click “No” to complete this step later by navigating to Products>New Price Activation.

1. Create Receiving Invoice from Purchase Order

For small vendors without import capability, you can create receiving invoices directly from Barnet purchase orders.

Go to Inventory>Purchase Orders (or click the PO icon).

Select the order you want to receive.

• If the invoice includes new items not already in your system, create them before generating the invoice.

• If the invoice includes existing SKUs that were not on the original order, you can add them either at this step or after the invoice has been created.

Click “Create Receiving Invoice”. The edit details window will open. Review and edit costs and quantities to ensure the invoice balances.

Click “Create Receiving Invoice” (bottom right).

Note: When a Receiving Invoice is created from an order, both the Purchase Order and Receiving Invoice will appear on the ‘Receiving’ page. Ensure you're on the correct tab before making any edits.

Proceed to ensure the invoice balances then save it and confirm any cost changes.

1. Manually entering a Receiving Invoice

If there is no purchase order or import option, you can enter invoices manually.

Go to Inventory>Receiving Invoices.

Click + NEW, then choose ‘Invoice’.

Select the vendor.