Receiving Vendor Parts & Invoices – Bayboss

Overview

The Vendor Invoice Receiving feature streamlines how your shop receives parts, updates inventory stock, assigns items to active repair orders, and posts accounting bills to QuickBooks Online.

To give you complete control and prevent mistakes, Bay Boss uses a two-stage verification workflow:

Stage 1 (Staging & Review): Enter the paper or digital invoice, adjust quantities/costs, and stage each part to either an open Work Order or Shop Inventory.

Stage 2 (Finalize & Process): One click permanently updates your inventory counts, creates the parts on active jobs, and locks the invoice.

Optional Accounting Sync: For shops integrated with QuickBooks Online, export the balanced bill directly into your Accounts Payable ledger with a single click.

Step 1: Create a Vendor Invoice Draft 1. Navigate to Purchasing $\rightarrow$ Vendor Invoices and click + New Vendor Invoice. 2. Fill out the header details: ◦ Vendor: Select the parts vendor (e.g., NAPA, Worldpac, AutoZone). ◦ Invoice Number: Enter the exact reference or invoice number printed on the vendor bill. ◦ Invoice Date & Due Date: Enter the billing date and payment due date. ◦ Invoice Total: Enter the grand total charged by the vendor (used for automatic balance validation).

Step 2: Add & Allocate Invoice Lines

Add each line item from your physical invoice. As you enter parts, choose where each item belongs under Destination:

Option A: Assigning to an Open Work Order

Use this when parts were ordered specifically for a vehicle currently in the shop.

Set Destination to Work Order.

Select the Work Order # and the specific Job (e.g., Job 1: Brake Service).

The system will automatically calculate your retail price based on your shop’s pricing matrix for that vendor, or you can manually override it.

Note: Parts are staged, not immediately written to the ticket. You can safely edit or remove them while the invoice is in draft status.

Option B: Assigning to Shop Inventory Stock

Use this for bulk parts, fluids, filters, or stock items.

Set Destination to Inventory.

Ensure the Part Number matches your existing shop part number.

If the part already exists in your inventory catalog, Bay Boss will automatically update the Quantity On Hand and refresh your Last Unit Cost.

If the part number is new, Bay Boss will automatically register a new catalog record for you upon finalizing.

Extra Charges (Freight, Taxes, Supplies)

If the vendor includes non-part charges like freight or environmental fees, enter them as standard line items assigned to Shop Expense to ensure the invoice mathematically balances. Step 3: Finalize & Process the Invoice

Before committing changes, check the Balance Indicator at the bottom of the screen: • Balanced: The sum of your line items equals the Invoice Total entered in the header. • Unbalanced: Highlights the variance so you can catch entry errors or unexpected shipping charges.

Once verified:

1. Click Process Invoice. 2. Bay Boss executes the updates in the background:

All assigned parts appear immediately on the designated technician Work Orders and update job profit calculations.

On-hand inventory counts increment immediately.

The invoice status changes from Draft to Processed, locking the lines against accidental edits.

Step 4: Export to QuickBooks Online (Optional)

If your shop has connected QuickBooks Online under Settings - Integrations:

After finalizing, the Send to QuickBooks button becomes active.

Click Send to QuickBooks.

Bay Boss transmits the balanced bill directly to your QuickBooks Online company file: ◦ Maps to your linked vendor record. ◦ Automatically debits your designated Cost of Goods Sold (COGS) account. ◦ Retains the vendor document number, invoice date, and due date for accounts payable tracking.

Upon successful sync, a green badge displays: Synced to QBO (Bill #[ID]), locking the bill to prevent duplicate posts.

Frequently Asked Questions (FAQ)

What happens if I make a mistake while adding lines?

What if my part number doesn't match an existing inventory item?

Do I have to use QuickBooks Online to receive parts?