Receipts

Menu File | Inventory | Receipts

The inventory receipts screen displays receipts in a list showing summary info including period, receipt date, receipt no., purchase order no., vendor, and warehouse.

For info on how purchasing and receipts of inventory relate to inventory and general ledger please see Inventory Overview.

To add a new receipt: click the New button. Or menu Records | New.
To edit a receipt: double-click the receipt. Or select the receipt and press Enter or click the Edit button. Or menu Records | Edit.
To delete a receipt: select the receipt and click the Delete button. Or menu Records | Delete.

You can select a receipt with the mouse or by the keyboard via the Page Up/Down and arrow keys. Or click the Find button, then enter the receipt no.

The menu has options to

- filter the list by specifying selection criteria such as warehouse
- refresh the data displayed to show changes entered by other users, etc.
- print the list
- post receipts (see notes following)

Inventory receipts are entered, then posted. Prior to posting, they may be edited or deleted. To undo a receipt after posting, you must “reverse” it (enter it again with the opposite amount). Posting updates inventory totals, history, and item costs. To post receipts use menu Records | Post or choose the Post option when closing the receipts screen.

Receipt no.
The receipt number is used to identify this transaction. When entering a new receipt, the program assigns a default receipt number which you can then change if desired.

Receipt Date
The receipt date defaults to today’s date.
Tip: You can use the + or - keys to increase or decrease the date, or click the 3-dots button to select the date from a calendar.

Period
This is the fiscal period and year of the receipt. This defaults to the current calendar month, or the default period on Your Company if specified there. If your fiscal year doesn’t end in December or your fiscal periods are not calendar months, you should set the default period regularly to help prevent data entry errors. Note: The year is entered as 2 digits and displayed as 4.
Example: 11 2001 entered as 11 01

Purchase Order no.
Enter your purchase order number (if desired).

Vendor
A pop-up screen displays if you type into the vendor number, click, or by the keyboard shortcut Ctrl+Enter. On the Vendor pop-up screen: you can select the vendor by typing the vendor number in the 1st entry box or by typing the name in the 2nd box, or by selecting the vendor with the mouse or up/down arrow keys. Click on the selected vendor or press Enter when the selected vendor is highlighted. Or Esc to leave a previously entered vendor unchanged.

Typing the vendor number in the 1st entry box sorts the list by number and selects the first vendor number matching the characters entered. Typing the vendor name in the 2nd entry box sorts the list by name and selects the first vendor name matching the characters entered.

On the Vendor pop-up screen you can select Vendor Type via the combobox at the right, so that only vendors of the selected type show. To deselect a vendor type and show all types, press Delete.

If this is a new vendor, click the 3-dots button to display the vendors screen, so the vendor can be added.

Warehouse
Select the warehouse that the items were received into. If you need to add a new warehouse to the drop down list, click the “3 dots” button.
Tip: You can enter a few characters of the warehouse name, then use the down or up arrow keys if required.

Items, Quantities, and Costs
Enter the quantity and unit cost for each item. Unit cost is entered in the vendor’s currency. The program will convert this to domestic currency if required when updating the inventory history and calculating the new item cost.

Non-refundable taxes, such as PST, should be pro-rated and included in the unit cost. Whereas refundable taxes (where you get a credit from the government), such as GST and VAT, should be excluded.

Tip: You can display a pop-up menu with options for New (line) and Delete (line) by right-clicking on the grid.

Item numbers or descriptions are not entered directly on the receipt screen, but instead selected on a pop-up screen which displays if you type into the item number or description column, or by clicking on the “3 dots” button in the column, double-clicking in the column, or by the keyboard shortcut Ctrl+Enter.

On the Item pop-up screen: you can select the item by typing the item number in the 1st entry box or by typing the description in the 2nd box, or by selecting the item with the mouse or up/down arrow keys. Click on the selected item or press Enter when the selected item is highlighted. Or Esc to leave a previously entered item unchanged.

Typing the item number in the 1st entry box sorts the list by number and selects the first item number matching the characters entered.

Typing the item description in the 2nd entry box sorts the list by description and selects the first item description matching the characters entered.

On the Item pop-up screen you can select Item Type via the combobox at the right, so that only items of the selected type show. To deselect an item type and show all types, press Delete.