Enter Receipts

Sage ERP Accpac Purchase Orders 6.0

Enter Receipts

Overview

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 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.

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 also use the Invoice Entry form to post invoices or 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).

Note, however, that if you need to record 1099 codes and amounts or enter remit-to locations, you must enter invoices in the Invoice Entry form, or edit Purchase Orders invoices in Accounts Payable to add the 1099 amounts and remit-to codes.

To receive goods:

Open Purchase Orders > P/O Transactions > Receipt Entry.

Click here for help on Receipt Entry fields.

Press the Tab key to accept *** NEW *** as the receipt number (in the Receipt Number field).

Purchase Orders will assign a receipt number when you post the PO.

If you do not want Purchase Orders to assign the number automatically, you can type the new number yourself, and then press the Tab key.

Type the Vendor number or select it from the Finder.

Or, you can skip the Vendor Number field and directly enter or select the PO number. (You must enter the Vendor number first if you are receiving goods from several POs.)

You can also click:

The New button to add a new vendor record in Accounts Payable.

The Zoom button to check address and contact information.

WARNING! Although you can add a receipt before you add the vendor record in Accounts Payable, you should not use this option in a multicurrency system.

If you are receiving goods without a purchase order, you can change the tax code, if necessary, before continuing.

Click the Taxes tab, make your tax changes, and then return to the Receipt tab.

If you are receiving goods from one purchase order, in the PO Number field, enter or select the purchase order number.

If you are receiving goods from several POs, click the Zoom button () beside the From Multiple POs field to choose one or more purchase orders from which you are issuing the purchase order.

To select several purchase orders:

Click the Zoom button to display the popup form, and then:

Use the Finder to list POs and select the first one.
Press the insert key to start a line for the next PO number.
Use the Finder to again display the PO list and make a selection.
Click the Receive button after choosing the POs and moving to a new line.
Click the Close button.

All the details from the purchase orders will be listed in the detail entry section of the Receipt tab. You can edit quantities and delete lines.

Note: When you create a receipt from more than one purchase order, all of the receipt header information (including the fields on the Optional Fields tab) will come from the first purchase order that you select.

If you are receiving goods without a purchase order number, tab through the PO Number field to fill in other receipt fields.

Note: You must specify a vendor before you can complete the receipt fields.

If you did not specify a purchase order, and you use the Project and Job Costing module, you can choose the Job Related option if this receipt is job-related.

If the purchase order that you selected is job-related, the job-related checkbox will be automatically selected. You cannot mix job-related and non-job-related POs on a receipt.

Fill in the remaining fields at the top of the Receipt Entry form.

The posting date is the date for transactions being posted to the General Ledger, so it also determines the contents of the Fiscal Year and Period fields. The date applies also to the invoice.
If you use Inventory Control, select a location code to which bills for the receipt will be sent. You can also use the Zoom button () to edit the address.
If you want to change the vendor account set, you can only choose from account sets that use the vendor's currency.

Tab into the detail entry grid (or click the grid) to start entering receipt details.

To receive all goods on purchase orders, click the Receive All button.

To partially receive goods on purchase order:

Enter the quantity received for each item in the detail section.
You can also change other information, including item descriptions, item costs (if you have appropriate security authorizations), discount amounts, item weights, quantity canceled and outstanding, number of item labels required, arrival date, comments, and optional fields.
If you want, you can delete lines that are not being received (but it isn't necessary if the amount received is "0").

Note: You cannot add detail lines if you are receiving specific purchase orders.

Use the tab key to move through the columns on the form. Or, you can click the Item/Tax... button or press F9 to display a form for editing receipt details.
Some columns may not be displayed. Purchase Orders lets you hide columns and change the column order.
You must enter a Quantity Received for all goods you receive unless you use the Receive All button.
For information on other detail fields, see P/O Receipt Entry fields.

To add optional field information for the receipt, click the Optional Fields tab.
To change currency exchange rates in a multicurrency system, click the Rates tab.
To check the totals for the receipt, click the Totals tab.
Click Post to post the receipt.

Purchase Order Entry lets you print the receipt after posting.

You can also print the receipt separately, from the P/O Forms folder.