Entering Receipts
This topic describes the information you enter for receipts and receipt adjustments in the Receipt Entry form.
Specifying vendors and purchase orders. You can enter receipts for vendor numbers that exist in your Accounts Payable data and for new vendors, and you can add a vendor to Accounts Payable from the Receipt Entry form. You can also apply receipts to existing purchase orders or you can enter a receipt that doesn't reference a purchase order.
Job-related receipts. If the receipt is for a project you are managing with Project and Job Costing, different fields appear for the details to let you enter job-related information. If the retainage option is selected in Accounts Payable, you can choose retainage accounting for the receipt.
Note: If the receipt is being created from multiple purchase orders, all purchase orders must be either job-related or non-job-related.
Specifying item and cost details. You can enter individual item receipts and additional costs (such as shipping charges) as separate details, and you can edit tax information for each detail and cost, and for the vendor.
You can enter additional cost details for the primary vendor (the vendor from whom you received the goods) or for secondary vendors (vendors who charged costs on the shipment but did not supply the goods).
If necessary, you can assign a different vendor and tax group to each additional cost detail. In multicurrency ledgers, you enter all details in the primary vendor's currency.
During receipt entry, you can look up purchasing history by vendor or item number. You can also print receipts after posting them using the standard form for receiving slips supplied with Purchase Orders, or using forms you design.
Note: You must Allow Receipt of Non-Stock Items in Inventory Control in order to enter receipt transactions for non-stock items.
Editing receipts. You can use the Receipt Entry form to edit existing receipt details for a vendor if you have not posted an invoice for the vendor and receipt. A receipt is complete when you have posted invoices for all vendors on the receipt. You cannot change a completed receipt.
Invoicing receipts. You can post invoices for receipts from the Receipt Entry form, invoicing the items received and additional costs charged by the primary vendor (the receipt vendor), as well as additional costs charged on receipts by other vendors (secondary vendors). You can also use the Invoice Entry form to post invoices.
Enter 1099 codes and remit-to locations in Invoice Entry or Accounts Payable. Note, however, that if you need to record 1099 codes and amounts or remit-to locations, you must enter invoices in the Invoice Entry form, or edit Purchase Orders invoices in Accounts Payable to add the codes and 1099 amounts.
If you also use Serialized Inventory, you can assign serial numbers to items after inserting an amount in the quantity field.
See also