THOR – Methodology for Document Handling in Centralized Systems
Delivery Note from Supplier
If goods arrive with a delivery note (but without an invoice), and you don’t want to wait for the invoice, you can post goods to a transit warehouse using document type 4 – Supplier Delivery Note. Upon saving, the goods are transferred to the selected store, which is notified of new incoming stock (via transfer slip). Corrections can be done by reversing the document or creating a correcting entry.
Note: When the invoice arrives, do NOT enter it again in stock. Instead, process it through Document Management and URA book. These entries will be posted to accounts 2240/663/664/668 once the accounting team processes them.
Invoice from Supplier
When goods come with an invoice, use document type 1 – Supplier Invoice. Fill all payment fields. On save, the store is notified of stock and must confirm receipt. If there's a mistake, the entire entry must be reversed and re-entered. The invoice is uploaded to Document Management and can be paid from there. This document is posted to accounts 2200/14/663/664/668.
Invoices can also come via B2B or eInvoice systems. Data will auto-populate and must be printed for filing. Store manually the invoice with note of receipt number and liquidation number on the 'INVOICES – RECEIVED' shelf.
Invoice for Goods Already Recorded by Delivery Note
If goods were already recorded using a delivery note, just upload the invoice to Document Management—do not repost to stock. B2B/eInvoice can be sent directly to THOR.docs. These are posted to 2200/14/2240.
Store manually on the 'SCANNED INVOICES' shelf with the Document Management reference number.
Utility or Expense Invoices
For utility or other expense invoices, simply scan and upload them to Document Management. They are not entered into the THOR program. B2B/eInvoice is also supported. Store with Document Management reference on the 'SCANNED INVOICES' shelf.
Goods Returns to Supplier (in Store)
To return goods, create a transfer slip to 'Return Warehouse'. Add the supplier and a return note or reference number. Print the document and have the receiver sign it. Send the signed document and any supplier return slip to administration. In admin, receive the return slip into the return warehouse.
Store the signed return document in the 'RETURNS' binder.
Credit Invoice for Returns
For supplier credit notes (minus invoices), post to warehouse 99 – Return Warehouse with negative quantities. These are handled just like standard invoices. Also supported via B2B or eInvoice.
Store with receipt number and liquidation number on the 'INVOICES – RECEIVED' shelf.