© 2022 CrunchTime! Information Systems, Inc. All Rights Reserved. | www.crunchtime.com Create Purchase by Invoice Quick Start Guide Document Details Document #: 160_QS610_190719 Release Version: 10.00.00.00 Version Release Date: July 2022 Overview Purchase by Invoice (PBI) allows a location to enter invoice information into Net -Chef for purchasing transactions that do not affect inventory, in order to capture these expenses and associate them with a particular Category/GL Account. System Requirements • CES Version 10.00.00 or higher Be sure to grab the latest version of this document here: https://links.crunchtime.com/NCQS-CreatePurchaseByInvoice OR by scanning the QR code to the left. Watch the tutorials on MainCourse: https://links.crunchtime.com/NCVO106j4s9

2 © 2022 CrunchTime! Information Systems, Inc. All Rights Reserved. | www.crunchtime.com Related User Group Permissions % Screen Name Control Name Description 71 NC-Daily Store Tasks Purchase By Invoice Enables Create Purchase By Invoice on the Purchasing menu. [123][246] 74 NC-Other Store Tasks View/Edit Recent Purchase By Invoice Enables Recent Purchase By Invoices on the Purchasing menu. [135][249] 63 NC-Purchase By Invoice Allocate Invoice Total to Categories Allows users to assign Categories to Purchase by Invoice transactions created in CrunchTime! Xchange. [203][494] 74 NC-Purchase By Invoice Attach Files Allows users to upload files and link them to a PBI [203][466] 68 NC-Purchase By Invoice Reconcile with Modifications Allows users to reconcile (or edit reconciled) PBI transactions and make changes prior to reconciling. [203][468] 67 NC-Purchase By Invoice Reconcile without Modifications Allows users to reconcile (or access reconciled) Purchase by Invoice transactions, but only modify transactions that they created. [203][469] 70 NC-Purchase By Invoice Cancel Allows users to cancel Purchase by Invoice transactions that are "Awaiting Reconcile" or "Reconciled" (but not yet posted). Only users that are also allowed to create and reconcile (with modifications) will be allowed to cancel reconciled transactions that they did not create. [203][414] 66 NC-Purchase By Invoice View Payment Information Allows users to see and click the icon that opens the payment information pop–up. [203][467] 24 NC-Purchasing Override Check Number Requirement Displays a check box beside the “Check Number” field in the Reconcile screen; when unchecked, this clears and disables the “Check Number” field [145][413]

3 © 2022 CrunchTime! Information Systems, Inc. All Rights Reserved. | www.crunchtime.com Create Purchase by Invoice Required Setup The following Enterprise Manager setup is required to create a PBI transaction: • At least one Category/Subcategory grouping is linked to a GL account with the “PBI” flag enabled. • At least one Vendor has “Allow PBI” enabled in the Vendor record. Getting Started 1. Choose Create Purchase by Invoice from the Purchasing menu. 2. Select the Vendor from the drop-down 3. Enter the Invoice # for the transaction. 4. Select Create. (Continued) Net-Chef > Purchasing > Create Purchase by Invoice

4 © 2022 CrunchTime! Information Systems, Inc. All Rights Reserved. | www.crunchtime.com Create Purchase by Invoice (Continued) Enter Transaction Details 1. Enter the Invoice Total. 2. Update the Delivery Date and Invoice Date as needed. Note: You will only be able to enter a Delivery Date that falls within an open period. Recording PBIs in the correct period will help keep your reporting as accurate as possible. Repeat Steps 3-6 for all line items on the invoice: 3. Select the Add (+) icon to add a new line item to the invoice. 4. Choose a Category/Subcategory grouping from the drop-down menu. This action associates the line item charge with a particular General Ledger account. 5. Enter the Value of the charge. The sum of all values entered must equal the Invoice Total. 6. Enter a Memo to describe the charge (optional). Tip: Once a Category/Subcategory has been used for a PBI transaction, it will automatically appear on future PBIs created for this same location and vendor. Users are not required to enter a value for the saved Categories. Any unused Categories will not appear on the finalized transaction. Saved Categories will stop appearing automatically for this vendor/location if they are not been used within 45 days of the last Delivery Date. (Continued) Net-Chef > Purchasing > Create Purchase by Invoice > Create

5 © 2022 CrunchTime! Information Systems, Inc. All Rights Reserved. | www.crunchtime.com Create Purchase by Invoice (Continued) Enter Transaction Details (continued) 7. If necessary, enter the Check Number. • This field will only appear if the COD setting is enabled on the Vendor record. • When the “NC-Purchasing > Override Check Number Requirement” permission is enabled, users can bypass this step by unchecking the Check Number box. 8. Use Attachments to add a scanned copy of the invoice to the PBI transaction (optional). 9. Select Save to complete the transaction. Net-Chef > Purchasing > Create Purchase by Invoice > Create

6 © 2022 CrunchTime! Information Systems, Inc. All Rights Reserved. | www.crunchtime.com Reconcile Purchase by Invoice Overview In some cases, Purchase by Invoice transactions are imported through the CDP for a location by corporate headquarters, since they are conducted by corporate on behalf of the location. In these instances, they may require a manager from the location to reconcile the invoice after it has been entered. Required Setup • The Purchase by Invoice Reconcile is Necessary preference requires users to perform an additional step to reconcile PBI transactions at this Location. Note: To complete the additional Reconcile step, users must have the “NC-Purchase By Invoice > Reconcile with Modifications” or “NC-Purchase By Invoice > Reconcile without Modifications” user group permission enabled. Reconcile with Modifications Reconcile without Modifications This permission enables users to do the following: • Reconcile all PBIs • Modify PBIs created by the same user • Modify PBIs created by another user This permission enables users to do the following: • Reconcile all PBIs • Modify PBIs created by the same user (Continued) Enterprise Manager > Corporate: Locations > Location Details > PBI Vendors tab

7 © 2022 CrunchTime! Information Systems, Inc. All Rights Reserved. | www.crunchtime.com Reconcile Purchase by Invoice (Continued) Reconcile After a PBI transaction has been created, either manually or via CDP import, the invoice will appear in “Awaiting Reconcile” status: 1. From the Recent Purchase By Invoice screen, select the Reconcile link. 2. Select Reconcile to finalize the transaction. Note: The Purchase By Invoice – Awaiting Reconcile task will appear on the Dashboard to help alert users to transactions that need their attention. The due date on the task will be determined by the Delivery Date on the PBI transaction. Net-Chef > Purchasing > Recent Purchase by Invoices

8 © 2022 CrunchTime! Information Systems, Inc. All Rights Reserved. | www.crunchtime.com Additional PBI Integrations Imported Payment Information In some cases, the corporate team may upload payment information for the vendor into Net-Chef. The payment information can be found when viewing past PBI transactions. • Select View Payment Information to see payment details, such as check number, check date, and check amount. Tip: The corporate team must upload payment information for this PBI transaction in order for the View Payment Information option to appear . Users must also have the “NC -Purchase By Invoice > View Payment Information” permission enabled. Imported PBI from Xchange When a PBI transaction is received from CrunchTime! Xchange, it will appear on the Recent Purchase By Invoices screen in “Awaiting Allocation” status. These transactions will need to be updated so each expense is linked to the appropriate Category/Subcategory before they can be reconciled. Setup: Users must have the NC-Purchase By Invoice > Allocate Invoice To tal to Categories permission enabled to complete this action. Note: The Purchase By Invoice – Awaiting Allocation task will appear on the Dashboard to help alert users to transactions that need their attention. The date on the task will be determined by the Delivery Date on the PBI transaction. Net-Chef > Purchasing > Recent Purchase by Invoices > View