Receiving

The Receiving feature is used to administer goods ordered or purchased from suppliers. Items received can be added to the warehouse/store or marked as consumed immediately upon receipt.

Step-by-Step Process for Receiving

1. Select the Inventory & Assets menu, then click the Receiving submenu to open the Receiving window.
2. Click the Insert button to add a new receiving entry. The Receiving Editor window will appear.
3. Fill in the Receive Information section:
   • Enter the receipt date in Date.
   • Enter the purchase order number in PO Number (see Receiving from Purchase Order).
   • Select the supplier in Supplier.
   • Enter the invoice or related document number in Invoice/Doc #.
4. Fill in the Directly Out, Discount, and Tax information:
   • Check Directly Out if the items are consumed immediately.
   • Select Journal as Cost or Journal as Expense as appropriate.
   • Select the sub department using the items in Sub Department.
   • Enter the document number for outgoing items in Document #.
   • Check Separate Discount & Tax to manage discount and tax per item.
5. Add items in the Detail Information section:
   • Select the storage location in Store.
   • Select the item in Item.
   • Enter the quantity in Quantity.
   • Enter the unit of measure in UOM.
   • Enter the unit price in Price.
   • Enter the discount in Discount (active if Separate Discount & Tax is checked).
   • Enter the tax in Tax (active if Separate Discount & Tax is checked).
   • Enter the expiration date in Expire if applicable.
   • Add any notes in Remark.
   • Click Insert to add the item to the list.
   • Repeat as needed to add more items.
6. To edit an item:
   • Select the item in the detail table and click the Edit icon. The button will change to Save.
   • The fields will populate with the selected item's data. Make the necessary changes.
   • Click Save to update the item. The button will revert to Update.
7. To delete an item:
   • Select the item in the table and click the Delete icon.
   • The item will be removed from the list.
8. Fill in the Total Information section:
   • Sub Total is filled automatically.
   • Enter the overall discount in Discount.
   • Check Discount as Income if the discount is considered income.
   • Enter the purchase tax in Tax.
   • Check Tax as Expense if the tax is considered an expense.
   • Enter shipping costs in Shipping.
   • Check Shipping as Expense if shipping is considered an expense.
   • Total is filled automatically.
9. Enter payment information:
   • Select the payment bank account in Bank Account.
   • Enter the payment amount in Amount.
   • Balance is the difference between total and payment amount; if present, it is considered credit or payable.
   • If there is a balance, enter the due date in Due Date.
   • Add any notes in Remark.
10. Click Save to finish the receiving process.

Receiving from Purchase Order

1. Select the Inventory & Assets menu, then click the Receiving submenu.
2. Click the Insert button to add a new receiving entry.
3. Fill in the Receive Information section:
   • Enter the receipt date in Date.
   • Enter the PO Number; item details will auto-fill from the purchase order.
   • Supplier will auto-fill.
   • Enter the invoice or related document number in Invoice/Doc #.
4. Fill in the Directly Out, Discount, and Tax information as above.
5. To add items not in the purchase order, use the Detail Information section as described above.
6. Edit or delete items as needed.
7. Fill in the Total Information and payment details as above.
8. Click Save to finish. The purchase order status will change to Receive.

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