Entering Receipt Details

You can enter receipt details against existing purchase orders or enter receipts without referencing any purchase order.

When you are entering new receipts for an existing purchase order, the incomplete details from the purchase order are displayed. (Completed details are omitted.) You can edit and delete details but you cannot add details.

You can add as many details as you need on a receipt that does not include a purchase order number.

You can enter the following information with receipt details:

• Whether the receipt completes the purchase order detail (that is, the detail line has been fully received or canceled).

• Item number, description, and location (on receipts that do not reference a purchase order).

If you use manufacturers' item numbers, you can enter them here. The program will substitute them for your item numbers, and insert the manufacturer's item numbers in the manufacturer's item number field.

You can also receive items identified as non-stock items, if you allow them to be received in Inventory Control or if you use Purchase Orders as a stand-alone system.

If you are editing a previously posted receipt or you specified a purchase order number for the receipt, you can change the description for each detail line, but you cannot change the item number or location.

• Contract, project, category, cost class, A/R item number, billing type, billing rate, and resource (if the receipt is job-related).

If you use different terms than "Contract," "Project," and "Category" in Project and Job Costing, the program displays them instead.

If the retainage option is selected in Accounts Payable, and you chose retainage accounting for the receipt, you also enter the retainage amount and retention period for each detail item for which holdbacks apply.

• Drop-ship address (for any item details that were shipped to a different address from the inventory location specified for the detail).

• Quantity received (the number of units of each item that you received).

Note: If you use Project and Job costing, use the same unit of measure that is on the estimate. (See Units of Committed and Actual Quantities) 

• A discount amount or discount percentage. Note that if you enter a discount for the total receipt (on the Totals tab), any discounts you entered for details will be overwritten.

• Manually prorated amount (the total amount of all additional costs, including allocated taxes, that you wish to prorate manually to an item detail). You calculate the total amount to prorate to each detail, then type in the amount.

• Unit of measure, unit cost, extended cost, unit weight, and extended weight. If you specify a valid Inventory Control item number, this information is supplied from Inventory Control or calculated by Purchase Orders, but you can change it. If you use a non-inventory item number, you must enter the information yourself.

• Quantity canceled (the number of units, if any, that you do not expect to receive). You enter canceled quantities only on receipts that specify a purchase order number.

• Quantity outstanding on purchase order (the number of units not yet received or canceled; you can change the number when working with an existing receipt or purchase order).

When you post the receipt, the outstanding quantities are updated on the purchase order. If you post a receipt for the full outstanding quantity or for a larger quantity than was specified on the purchase order, the purchase order detail is completed.

• Vendor's item number (displayed from the purchase order, if any, you specified for the receipt).

You can enter the vendor's item number or change a displayed number. You can also omit the item number.

• Number of labels (the number of labels that you want to print in Inventory Control for the received items).

• Arrival date (the date on which the items were received).

The program displays the session date, but you can edit it.

• Order number (the Order Entry sales order or other order number you enter).

• Comments.

You can enter as many comments as you need with each receipt detail. If the receipt references an existing purchase order, the comments entered for the purchase order details are displayed on the receipt, and you can edit them.

• G/L expense account (for non-inventory items).

• Discount % or Discount Amount for each detail. When you enter a discount amount, the program calculates the discount percentage, and displays the result in this field. If you enter a percentage, the program calculates and displays the discount amount.

Note that if you enter a discount for the receipt on the Totals tab, the program distributes the total discount amount to the details, overwriting any detail discounts you entered.

• Optional fields (for the item detail).

These are company-defined fields that can be added to each of the detail lines in a receipt if you use Sage ERP Accpac's Transaction Analysis and Optional Field Creator. The entries in these fields will flow from the requisition and purchase order if you use the same fields for those forms. They can also be passed on to Accounts Payable invoices and General Ledger transactions.

If the Optional Fields column appears, you can click the column heading to display the Optional Fields form.

The quantity received to date for each detail is displayed on the receipt. This figure is updated on the purchase order when you post receipts to the detail.