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Inventory Receipts

Make the following menu selections to display this grid:

Transactions—Inventory Receipts

Use this menu option to manage inventory receipts and credits from vendors, including purchase order receipts and credits. This includes:

Refer to Additional Information section below for more information

Fields

Grid

The following fields and buttons show on the grid.

Add Receipt (button)

Click the button to add a new Receipt (if needed, click to add a new batch). The Add/Edit page appears. Refer to instructions later in this topic for information on how to add or edit a Receipt.

Include Approved Receipts (check box)

Check the box and Approved Receipts appear in the grid (default is not checked).

Include All PropertiesCompanies (check box)

Limits what appears in the grid when the box is not checked. Note that Warehouse Items appear in the grid only when at least one line for that Warehouse Item has a record for the PropertiesCompanies you select to show in the grid.

NOTE that the setting you select affects the following three grids and persists until you log out: Inventory Receipts, Inventory Shipments, and Inventory Transfers.

Unhecked (default) – The grid shows Inventory Items for the currently selected PropertyCompany only.

Checked – The grid shows Inventory Items for all PropertiesCompanies, regardless of the PropertyCompany selected in the footer.

Notes

To change what you see in the grid, for some columns you can do the following.

Click the column title to sort the list.

Click the Filter button to filter the grid by this column.

Inventory ID

The Inventory Item identification that appears on lists and in reports. This is generated by the system and is uneditable.

Click the Item ID link to display the Add/Edit page to view or edit Warehouse Item information.

Document ID

The identification of the document used to generate the transaction.

Batch ID

The identification of the batch used to process the transaction.

Date

The accounting date for the transactions and corresponds to the GL accounting period.

Type

The transaction type for the transaction, either Receipt or Credit.

PO#

The purchase order for the transaction, if any.

Vender ID

The vendor identification for the vendor associated with the transaction.

Total Amount

The total amount of the transaction.

Documents

One of the following icons appears in this column:

No documents are currently stored for the Warehouse Item. Click the icon to upload documents for the Item.

At least one document is currently stored for the Warehouse Item. Rest your mouse pointer on the icon to see the number of documents stored. Click the icon to view, add, or delete documents.

For more information, refer to the Documents Tab instructions.

Delete  

Use the Delete button to delete a Receipt. Inventory Receipts that are in approved batches or have been drop-shipped cannot be deleted or modified.

As you make selections, information may default into some fields automatically.

NOTE that a red dot indicates a required field or selection.

Add or edit information about the Inventory Receipt.

Document ID

The document identification that appears on lists and in reports.

To add or edit the Document ID, click in the field and add or edit the Document ID.

Accounting Date

The Accounting Date for the transactions. This date corresponds to the GL accounting period.

Use the Calendar button to select or edit the accounting date.

Vendor ID

The vendor identification for the Receipt that appears on lists and in reports.

To add or edit the Vendor ID, click the Lookup icon to display the Select Vendor Item pop-up and select a Vendor.

Prorate Amount

The dollar amount, if applicable, to be prorated (distributed) for the Warehouse Item being received.

To add or edit the Prorate Amount use the format x,xxx.xx. The default is 0.00.

Example

Unit Cost of an Item is $8 each.

There are 100 Items being received.

Prorate Amount entered is $100, and so the prorate is $1 for each item ($100 / 100=$1).

Therefore, $8.00 Unit Cost + $1.00 Prorate Amount each = $9.00 Average Cost.

The result of this calculation is that Average Cost is updated for the Item in Warehouse Items (in the Item Information section).

Type

The Type of receipt. Options include Receipt (default), or Credit.

Select an option from the drop-down list. This is a required field.

NOTE that Warehouse, Item and Job information are not required. They cannot be added or modified during receipt.

Line

The system-generated line number for this line.

PO Line

The display-only line number from the purchase order that corresponds to the item being received.

For purchase order receipts, you can only enter Qty Received and Unit Cost (based on the policy to allow override of inventory Unit Cost when receiving). No additional lines can be added.

Warehouse ID

The warehouse identification that appears in lists and reports. This cannot be modified when Type is Receipt.

To add or edit the Warehouse ID, click the Lookup icon to display the Select Warehouse pop-up and select a Warehouse.

Item ID

The item identification that appears in lists and reports.

To add or edit the Inventory Item ID, click the Lookup icon to display the Select Inventory Item pop-up and select an Item.

PropertyCompany ID

The PropertyCompany you are receiving the item for.

If you have the "Lite" version of Inventory, valuation is not included; therefore, this option does not appear.

Job

The job identification that appears in lists and reports.

Click the Lookup icon to display the Select Job pop-up and select a Job ID.

Phase

The phase that appears in lists and reports.

NOTE that when you select a Type, the Phase and Cost fields are automatically completed by the system.

Cost

The cost that appears in lists and reports.

NOTE that when you select a Type, the Phase and Cost fields are automatically completed by the system.

Cost Type

The cost type that appears in lists and reports.

Click the Lookup icon to display the Select Typepop-up and select a Cost Activity.

NOTE that when you select a Type, the Phase and Cost fields are automatically completed by the system.

Drop Shipment (check box)

Check the box to indicate that a drop shipment is being received.

When there is a Warehouse Item and Job information then the Drop Shipment check box is available.

Checked - Selecting Drop Shipment creates a shipment along with the receipt based on the data from the receipt. When Drop shipment is selected, then the Expense Code is required and tax fields are available.

Unchecked - Unchecked indicates this is not a Drop Shipment. When Drop Shipment is not selected then the Reserve Date check box is available and required.

This field shows only for Receipts (not Credits).

Reserve Needed

Click in the field and use the Electronic Calendarto select a date to specify when the reserved item is needed.

When there is a Warehouse Item and Job information then the Reserve field is available.

This field shows only for Receipts (not Credits).

Expense

Click the Lookup icon to display the Select pop-up and select an expense code.

This field is enabled when a Job is entered and the drop shipment box is checked.

This field shows only for Receipts (not Credits).

Qty Received

Enter the quantity received.

UOM

The Unit of Measure. The value defaults in from the Item Master and is informational only. The value is lowest measurement, i.e., the Issue value.

Unit Cost

The unit cost of the item being received. The value defaults in from the selected Warehouse Item. This field is editable.

Tax Code

Click the Lookup icon to display the Select pop-up and select a tax code.

This field is enabled only when a Job is entered and Drop Shipment is selected.

The value defaults into the field when the Warehouse is set to calculate and accrue Use Tax, and the Job is set to taxable; if so then the Tax Code from the Job defaults in.

On the Receipt record, the tax amount is listed but it is not in the Total Cost field; however, the shipment record has the tax included in the Total Cost and Total Amount fields.

On the Warehouse, when the policy is set to calculate Use Tax, the system looks at the Job the inventory is shipping to and uses the state that is on the Job to calculate what the Use Tax should be.

When the Warehouse does not have tax set to on, then the Job's drop shipments will not have tax.

When the Warehouse does have tax set to on, but the Job does not, then drop shipments have no tax on the receipt record.

When the Warehouse does not have tax set to on, and the Job does, then there is no tax on the drop shipments.

This field shows only for Receipts (not Credits).

Tax Percent

The tax percent, which is populated with the tax percentage used based on the Tax Code field. This field defaults in from the Job and is editable, if available.

This field shows only for Receipts (not Credits).

Tax Amount

The tax amount, which is a calculated amount: (Unit Cost * Quantity) * tax percentage.

This field shows only for Receipts (not Credits).

Total Cost

The total cost , which is a calculated amount: (Unit Cost * Quantity).

Total Amount

The display-only total amount, which is the sum of all receipt lines.

Procedures

ClosedTo Add a Receipt

  1. Select Transactions—Inventory Receipts and then click Add Receipt.
  2. Complete the fields that appear. Use the Fields lists for help.
  3. Click Save. The setup grid displays again.

ClosedTo Edit a Receipt

  1. Access the Receipts grid by selecting Transactions—Inventory Receipts.
  2. Use Filter buttons on the grid to locate the receipt you want to edit, if necessary, and then select the link in the Inventory ID column for the receipt you want to edit.
  3. Use the field lists to help you edit the fields that appear.
  4. Click Save.

ClosedTo Delete a Receipt

  1. Access the Receipts grid by selecting Transactions—Inventory Receipts.
  2. Use Filter buttons on the grid to locate the receipt you want to delete, if necessary.
  3. Click the Delete button in the Delete column.
  4. Click OK to confirm the deletion.

ClosedTo Receive a Purchase Order

  1. In the title bar at the top of the page, verify that the date is correct. If not, change it to Date you want to use.
  2. Use the Footer Links to select a Company and Batchan Entity, Property and Batch for the purchase order. The purchase orders associated with that PropertyCompany display in the grid.
  3. If you want closed, denied, and void purchase orders to display in the grid, check the Include Closed, Denied, and Void POs check box.
  4. Click the Receive  for the purchase order you want to perform receiving for. The Receive Purchase Order page in the Inventory module opens.
  5. Verify or update the date in the Date Received field. Refer to the Fields list on the Inventory—Transactions—Inventory Receipts page for help.
  6. Enter freeform text about the items being received in the Comment field (optional).
  7. For each item you receive, enter the number received into the Qty Received field on the corresponding line.
  8. When done entering all items received, click Save.

Additional Information

The Purchase Order Receipts screen can be opened from the Purchase Order menu item by clicking on the Receive icon in the Purchase Orders grid.

Purchase Order Receipts can only enter Qty Received and Unit Cost, based on the global policy setting on the PO Tab: Allow override of inventory unit cost when receiving. No additional lines can be added.

These policies affect the Inventory Module.

See Also

Grid Pagination Controls

Inventory Overview

 

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