Receiving

Purpose:

This form allows to Receive Merchandise in the company by opening Receiving Documents, making changes to them and posting the information. When a receiving is posted the Inventory on hand for the received items goes up and the Accounts Payable with the selected vendor goes up too. The receiving form, allows you to change the Received Qty, Cost and Weight of the items to be received. However, it won’t let you add or delete any items. Furthermore, you can opt to update the Cost and Price information before the posting, at the posting, at a later date or not update it at all. As well as the Purchase Order, the Receiving allows you to update the price lists. In addition to that you can use the Charge distribution screen to configure the Real Cost calculation for the Items in this Receiving. Finally, you can create a check at the time of posting this transaction

Usage:

Open Receiving

1- Enter the Receiving Number in the Order Document Text Box and Press Enter. That Action will bring the information for that Receiving to the Screen. If you enter the receiving document# wrong the system will open the search window. In addition to that, you can open the search window by clicking in the button to the right of the order document text box. The Search window will allow you to search for a specific Receiving Document based on Salesperson, Date, Order Document and Vendor. Once you find the right receiving just select it and it information will be brought to the receiving form. If you cannot find the right receiving, maybe it is because the Purchase Order has never been converted. In that case, you should open the right Purchase Order and hit the Convert button.

2- Once you find the right receiving, the Bill to/Ship To information cannot be changed in this form. That is part of the information that you decide in the Purchase Order. In addition to that, you cannot add or delete any new Items to a receiving, you can decide here if the item was received or not but you cannot change the fact that it was originally ordered

3- The “Date”, “Due Date”, and “Req. Date” fields will show the dates entered in the Purchase Order. However, you can change that information by clicking in the date/time picker selection button. The Due Date Field will show the appropriate date according to the Payment terms and it will change automatically if the payment terms are changed.

4- The Ship Via, Order by and Payment Terms fields also come from the Purchase Order, but they can be modified in here, the Warehouse field cannot be modified in the receiving form, the only thing you can change in here is the receiving Bin.

5- Enter any reference number (if available) in the “Confirmation#” field. In addition to that, you can enter the vendor’s invoice number this Receiving represents in the “Vendor Invoice#” field.

6- If you are receiving the entire order, hit the “Receive All” Button. This action will fill the “Rec.” column according to the “Ord” one. In addition to that the “Rec. Date” column will show the transaction date.

7- If you want to enter the Received quantities item by item you can, enter the Item in the ”Search Item Id” field press enter the cursor will be placed in the grid position of that Item. If you are receiving most of the Items that were ordered, it is recommended to hit the select all button, and search for the items where discrepancies occur to modify the REC Qty, Cost or Bill Back columns.

8- If you are editing a Batch Controlled Item, you can keep the information entered In the Purchase Order or you can select from the list of batches for this Item and that information will show in the grid. If you decide to create a new batch for this line Item, just enter the batch number in the appropriate column, click the Exp Date Button and select the appropriate date. The new Batch is created when the Receiving is posted

9- Click the “UOM” button to change the Unit of Measure of the selected line Item. After you select the desired UOM from the list, the cost for that line item will be updated accordingly.

10- When you select an Item, the Bin Information comes based on the “Warehouse” for the Purchase. If the user wants to change the Bin where the items are taken from, he/she needs to click the “Bin” button to open a list of available warehouses and Bins within those warehouses.

11- For Catch Weight Items you need to click on the weight button to open the weight distribution screen. In that screen you can enter the total directly and hit save. This action will auto calculate an approximate weight for all the items of this line Item. In addition to that the user can enter the individual weight for all the items in that line and hit save. Either way the total weight for all received Items is recorded in the Receiving Weight column or the Weight Distribution column will show a detailed description of the weights for every Catch Weight Item received.

12- Before Updating or posting the user can enter a discount percentage that will be applied to the subtotal of the Receiving. In addition to this, the user can add a miscellaneous charge percentage or a Freight amount. All of those figures will affect the Receiving total.

13- When all the information is in place, Press the Update Button if you want to save all the changes without having to post the receiving.

Print Reports

1- Press the Print Button to get the Receiving Report. That report shows Qty Ordered Versus Quantity Received Side by Side. The report also shows who received the Items and where they were stored.

Price Structure

1- If you want to edit the Price List Information for the items of this Receiving, click the “Price Structure” Button. This will open a form that contains all the items in the current Receiving. Following the general Item Information, there is a column per every price list in the system. If the current Item has been already added to that price list, you can see that price in the appropriate column. If the Item is not currently in that price list, the pricing will be $0.00. On the Other hand, the user can modify those prices right on the Grid and hit save to update the Price List Information. This action can also be done in the Purchase Order form.

Update Costs

1- Press the update cost button if you want to update the cost and prices of the items in this receiving. This is not going to increase their inventory on hand and no record of this action will be stored In the general ledger. If you take this action before posting this receiving, the cost and prices won’t be affected again at the time of posting. This action will cascade into the cost markup price list.

Charge Distribution

1- Click the Charge Distribution Button to enter some charges that you want to allocate into the Real Cost of the Receiving Items. When the Charge distribution screen opens, the user can enter up to 10 different charges/credits into it. This information comes straight from the Purchasing Preferences screen. As the user enter charges the Total in the bottom is updated. The Bill Back, Advertisement and Discount fields will represent credits towards the Total

2- If the User clicks the “Load” button in the Charge Distribution screen, it will bring the Discount, Miscellaneous Charges, Freight, Bill Back and Advertising from the Receiving form in order to make the Real Cost calculation. That will be possible if those fields were added in the Purchasing preferences as valid charge types.

3- Press the Ok button to close the Charge Distribution form. This action will take the total calculated in that form and will prorate it among all items in the Receiving to obtain the Real Cost Figure.

Computer Check

1- Check this field to generate a check for this Receiving at the time of posting. Before you do that you need to select the appropriate bank account where this payment will be taken from. Once you do that, the check number field will show the next check number for that bank account.

2- Enter the amount of the check to be printed. This has to be a positive number with two decimal places. You can pay the whole Receiving total or less than that amount. Any unpaid amounts will show in the Pay One Vendor and Pay Many Vendors Form.

3- The Balance due box will show the difference between the Balance Due and the Check Amount. This is a read only field

4- Select the appropriate payment method from the list. If you need to select a payment method that does not exists in the company, you can always add it to the Setup Payment Methods screen (See Setup Payment Methods)

5- Enter the Date of this check. This is the date the payment will show when posted to the GL.

Post Receiving

1- Click the post button if you are sure about posting the Receiving. The system will ask you for confirmation. If you click yes, the system will check for possible flaws in the Receiving. After the Receiving is posted you get a confirmation message. You cannot make any changes to a posted Receiving. This action will increase the inventory levels for the respective Items, it will affect the cost and Prices if the “Do not Update Cost and Prices” option is not selected, and it will change the Cost Markup Price Lists. In addition to that, posting a receiving will increase the Accounts Payable balance for the selected vendor. The user can apply payments to this Receiving using the Pay One Vendor and Pay Many Vendors form.

2- If the Computer checks option was selected, the system will remember you to put the appropriate check in the printer. Then a preview of the check will show in the screen. You can print the check or close the preview. Another confirmation will show asking you if the check was printed correctly. If that is the case, the Receiving Transaction is posted. On the other hand if the check did not print correctly it won’t post the Receiving and It will ask you for the next valid check number. The system does that to prevent Jammed checks from being used and to cover somebody forgetting to put the check in the printer.

Replace Invoice #

1- After the Receiving has been posted, the user cannot change any of its information. However, there is a way of changing the Vendor’s Invoice number field. Just search for the appropriate transaction, change that number and hit the “Replace Invoice #” button.