Receipt
Number
Enter the receipt number representing the receipt
to add or maintain, or click the Lookup button to list all receipt numbers.
Click the Next Number button to automatically increment the receipt number
for a new receipt of invoice.
The receipt number is used as a reference on
all reports and registers.
Click the Memo button next to the navigation
buttons to view, create, or maintain memos for this transaction. The Memo
button is available only if the appropriate memo type has been set up
in Memo
Manager Maintenance for this task. If a memo already exists for this
task, the Memo button appears yellow. If a memo does not exist, the Memo
button appears blue. For more information, see Memo
Maintenance.
Note Memos created
in this task are accessible only in Receipt of Invoice Entry.
Batch No.
If batch processing is enabled, this field
displays the current batch number and can only be viewed. This field is
available only if the Enable check box is selected for batch processing
in the module's Options window. For more information, see Batch
Entry.
Click the Batch Number button to select a batch
number from the list or to create a new batch number. Click the Transfer
Document button to transfer the current document to a different batch.
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1. Header
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Purchase
Order Number
Enter the purchase order number representing
the purchase order against which this receipt information will be applied,
or click the Lookup button to list all purchase order numbers. You can
enter multiple receipts against the same purchase order during data entry.
Click the Memo button to view, create, or maintain
memos. The Memo button is available only if the appropriate memo type
has been set up in Memo
Manager Maintenance for this task. If a memo already exists for this
task, the Memo button appears yellow. If a memo does not exist, the Memo
button appears blue. For more information, see Memo
Maintenance.
Invoice
Number
Type an invoice number to enter receipt and
invoice information simultaneously.
Invoice
Date
Enter the invoice date, or click the Calendar
button to select a date from the calendar.
Vendor
No.
This field displays the vendor on the purchase
order entered in the Purchase Order Number field and can only be viewed.
Click the field hyperlink to launch this field's
associated maintenance task. If a value is entered in this field, the
associated data is displayed in the maintenance window. The maintenance
task can be accessed only with the appropriate security setup.
Click the Memo button next to this field or
next to the Vendor button to view, create, or maintain memos for this
vendor. The Memo button is available only if the appropriate memo type
has been set up in Memo
Manager Maintenance for this task. If a memo already exists for this
task, the Memo button appears yellow. If a memo does not exist, the Memo
button appears blue. For more information, see Memo
Maintenance.
Order
Type
This field displays the order type of the purchase
order selected in the Purchase Order Number field and can only be viewed.
Order
Status
This field displays the order status of the
purchase order number selected in the Purchase Order Number field and
can only be viewed.
Required
Date
Enter the required delivery date for this order,
or click the Calendar button to select a date from the calendar.
1099
Form
Select the 1099 Form type for the vendor and
invoice. This field is available only if the 1099 Reporting check box
is selected in Accounts
Payable Options, and Business or Individual is selected at the 1099
Form Vendor Type field in Vendor
Maintenance.
1099
Box
Enter the number corresponding to the box on
the 1099 Form where the accumulated year-to-date 1099 payments for this
vendor are printed. The available numbers change depending on the form
selected in the 1099 Form field.
This field is available only if the 1099 Reporting
check box is selected in Accounts
Payable Options, and Business or Individual is selected at the 1099
Form Vendor Type field in Vendor
Maintenance.
Schedule
Enter the tax schedule for the order, or click
the Lookup button to list all tax schedules. This field defaults from
the purchase order. This field is available only if the Sales Tax Reporting
check box is selected in Accounts
Payable Options. This field is not available for Material Requisition
order types.
Type a new tax schedule code to add a tax schedule
using Sales
Tax Schedule Maintenance (On the Fly).
Use
Tax
Select this check box to default new line items
to calculate use tax. If this check box is selected, the invoice amount
does not include sales tax. The sales tax amounts are calculated based
on the tax schedule and tax class, but are recorded as use tax. This field
is available only if the Sales Tax Reporting check box is selected in
Accounts
Payable Options.
Purchase
Address
Enter a purchase address code to automatically
enter an alternate address for the current vendor, or click the Lookup
button to list all purchase address codes. The
purchase address code defaults from the purchase order.
Click the field hyperlink to launch this field's
associated maintenance task. If a value is entered in this field, the
associated data is displayed in the maintenance window. The maintenance
task can be accessed only with the appropriate security setup.
Type a new purchase address code to add an
address code using Purchase
Address Maintenance (On the Fly).
Ship-To
Address
Enter a ship-to address code, or click the
Lookup button to list all ship-to address codes.
Click the field hyperlink to launch this field's
associated maintenance task. If a value is entered in this field, the
associated data is displayed in the maintenance window. The maintenance
task can be accessed only with the appropriate security setup.
Type a new ship-to address code to add a ship-to
address using Ship-To Address
Maintenance (On the Fly).
Terms
Code
Enter a terms code, or click the Lookup button
to list all terms codes.
Click the field hyperlink to launch this field's
associated maintenance task. If a value is entered in this field, the
associated data is displayed in the maintenance window. The maintenance
task can be accessed only with the appropriate security setup.
Type a new terms code to add terms using Terms
Code Maintenance (On the Fly).
Ship
Via
Enter a shipping
code, or click the Lookup button to list all shipping codes. If
the Sales Order module is installed, enter a shipping code from Shipping
Rate Maintenance.
Click the field hyperlink to launch this field's
associated maintenance task. If a value is entered in this field, the
associated data is displayed in the maintenance window. The maintenance
task can be accessed only with the appropriate security setup.
FOB
Type the FOB (freight on board) location. The
FOB location indicates the location this order is placed on board a freight
carrier at no charge to the vendor.
Warehouse
Enter a warehouse code, or click the Lookup
button to list all warehouse codes. If you enter a ship-to address for
which a default warehouse is defined in Ship-To
Address Maintenance, the ship-to warehouse appears in this field.
The default warehouse can be changed.
This field is available only if the Inventory
Management module is integrated with Purchase Order and the Require Multiple
Warehouses check box is selected in Inventory
Management Options.
Confirm
To
Type the name of the person the vendor should
contact regarding orders for the current ship-to address.
E-mail
Type the e-mail address of the person to contact
regarding receipt of invoices for the current
ship-to address. This field displays the e-mail address defined
for the primary purchase address entered in the Purchase Address field.
If there is no primary purchase e-mail address, this field displays the
e-mail address of the vendor selected for all order types except Material
Requisition. Click the E-mail button to compose a new e-mail message to
the address entered in this field. The e-mail address entered defaults
to the To section of the e-mail.
Telephone
This field displays the vendor's telephone
number and can only be viewed. This field displays the telephone number
defined for the primary purchase address entered in the Purchase Address
field. If there is no primary purchase telephone number, this field displays
the telephone number of the vendor selected.
Ext
This field displays the vendor's telephone
extension and can only be viewed. This field displays the telephone extension
defined for the primary purchase address entered in the Purchase Address
field. If there is no primary purchase telephone extension, this field
displays the telephone extension of the vendor selected.
Comment
Type a comment relating to this order.
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2. Address
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Vendor
No.
This field displays the vendor number for the
order and can only be viewed.
Location
(Purchase Address)
Enter a purchase address location code to enter
an alternate address for the current vendor, or click the Lookup button
to list all purchase address codes for the vendor.
Click the field hyperlink to launch this field's
associated maintenance task. If a value is entered in this field, the
associated data is displayed in the maintenance window. The maintenance
task can be accessed only with the appropriate security setup.
Type a new purchase address code to add a purchase
address using Purchase
Address Maintenance (On the Fly).
Name
(Purchase Address)
Type the vendor's name.
Address
(Purchase Address)
Type the vendor's address in the lines provided.
ZIP
Code (Purchase Address)
Type the vendor's ZIP Code.
Type a new ZIP Code to add ZIP Codes using
ZIP
Code Maintenance (On the Fly).
City
(Purchase Address)
Type the vendor's city.
State
(Purchase Address)
Type the vendor's state abbreviation.
Country
(Purchase Address)
Enter the vendor's country code, or click the
Lookup button to list all country codes.
Type
a new country code to add country codes using Country
Code Maintenance (On the Fly).
Telephone
This field displays the vendor's phone number
and can only be viewed.
Ext
This field displays the vendor's extension
appears and can only be viewed.
Fax
This field displays the vendor's fax number
and can only be viewed.
Ship
To (Ship-To Address)
Enter a location
code to automatically enter the corresponding shipping address, or click
the Lookup button to list all location codes.
Click the field hyperlink to launch this field's
associated maintenance task. If a value is entered in this field, the
associated data is displayed in the maintenance window. The maintenance
task can be accessed only with the appropriate security setup.
Type a new ship-to address code to add ship-to
addresses using Ship-To Address
Maintenance (On the Fly).
Name
(Ship-To Address)
Type the ship-to name.
Address
(Ship-To Address)
Type the ship-to address in the lines provided.
ZIP
Code (Ship-To Address)
Type the ship-to ZIP Code.
Type a new ZIP Code to add ZIP Codes using
ZIP
Code Maintenance (On the Fly).
City
(Ship-To Address)
Type the ship-to city.
State
(Ship-To Address)
Type the ship-to state abbreviation.
Country
(Ship-To Address)
Enter the country code, or click the Lookup
button to list all country codes.
Type a new country code to add country codes
using Country
Code Maintenance (On the Fly).
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3. Lines
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Grid
Button Bar
The buttons located above the primary grid
allow you to select items, view history and item information, and enter
extended item descriptions.
For more information, see:
Item
Quantity Inquiry
Vendor
Price Level Lookup
Reorder
Data
Item
Status
Item
Maintenance
Item
Memo
Quick Row
This field displays the number of the selected
row in the primary grid. Additional fields for the selected row appear
in the secondary grid. Enter a row number to view or edit information
for a different row, or click the Find Row button to search for a row
in the Search
Grid window.
Line Number
This field displays the line number in the
grid and can only be viewed. The line number appears red for lines that
are new or modified. After the Accept button is clicked, the line number
changes from red to black.
Item
Code
Enter an item code identifying the line item.
Click the Lookup button to list all inventory item codes. Click the Alias
Item button to display all alias item codes.
Alternately, start typing an item description to locate an item. As you type, a list of records matching your entry appears. You can then select an item from the list, and the item code will appear in the field.
-
Right-click
and select Item
Maintenance to view item information.
-
At the Item
Quantity Inquiry button, click the drop-down arrow and
select Vendor Price Level Lookup to look up price levels for the current
vendor for the selected inventory item.
To view the Comments List, type /C and press
F2. To view the Miscellaneous Item List, type /M and press F2. To view
comments and miscellaneous items, type a slash ( / ) and press F2.
-
If the
Inactive Item check box is selected for an item in Item
Maintenance, the inactive item code cannot be entered in this
field when adding a new line. Inactive items will appear in the Item
List window when you click the Lookup button. To help distinguish
which items are inactive, you can create a custom lookup view and
add the InactiveItem field. For more information, see Create
a Lookup View.
-
If you
enter an active kit with inactive components, the components will
be treated as active. If you are creating a receipt from a purchase
order with items that are now inactive, the existing inactive items
will be allowed; however, you cannot add new lines with inactive items.
Type a
new item code to add an item using Alias
Item Number Maintenance (On the Fly) or Item
Maintenance (On the Fly). These tasks can be accessed only with the
appropriate security setup; some nonessential fields are omitted to speed
data entry. You can access Alias
Item Number Maintenance or Item
Maintenance at a later time to enter additional information.
For more information, see Add
a New Inventory or Alias Item.
To invoice an inventory item as a fixed asset,
enter the item code prepended with an asterisk (*) to make sure the inventory
remains accurate.
If you enter an inventory item code or a miscellaneous
item code, non-financial accounts cannot be entered in the G/L Account
field.
If the Inventory Management module is not integrated
with Purchase Order, all entries in this field are verified against the
Miscellaneous Item Code field.
Invoiced
Type the quantity invoiced for the item. When
you have typed an invoiced quantity, the total invoice amount for the
quantity invoiced is calculated and displayed.
Ordered
Type the ordered quantity for this item. For
inventory items, the quantity on purchase order and available in stock
appears below the secondary grid.
-
If you
selected an inventory item at the Item Code field, click the Item
Quantity Inquiry drop down button to look up price and reorder
information for the item. When you have entered an ordered quantity,
the unit cost and the total purchase amount (extension) for the quantity
ordered are calculated and displayed.
The ordered quantity can be overridden only
with the appropriate security setup.
For asset items, the number of assets created
reflects the quantity of the line items received.
Example
If the purchase
order line reflects five chairs, then five assets are created.
If the line reflects 2.5 lbs of a material (the quantity as a
fraction), then one asset is created when 2.5 lbs are received
and invoiced. The asset can be created only if the quantity invoiced
equals the quantity ordered.
Unit
Cost
Type the unit cost for the item. If a new unit
cost is entered, the extended invoice amount is recalculated.
Extension
Type the total cost amount for the item. The
total cost amount is calculated by multiplying the quantity invoiced by
the unit cost. If the value that appears is changed, the unit cost is
adjusted accordingly.
If you entered a miscellaneous charge code
at the Item Code field, type a miscellaneous charge amount.
Comment
Type a comment for this line.
Press CTRL+ENTER to add a new line of text
in the Comment field.
Description
Type the description for this item. The description
entered is printed on the current receipt of invoice.
Click the Extended Item Description button to view
and maintain extended item descriptions in Item
Text Maintenance.
-
If
there is no extended description entered for an item, the Extended
Item Description button appears blue.
-
If
an extended description is entered for the line item, the Extended
Item Description button appears yellow.
Warehouse
Enter a warehouse code, or click the Lookup
button to list all warehouse codes. This field is not available if you
selected a miscellaneous item code in the Item Code field.
This field is available only for inventory
items, if Inventory Management is integrated with Purchase Order, and
if the Require Multiple Warehouses check box is selected in Inventory
Management Options.
Unit
of Measure
Enter the unit
of measure for the item code, or click the Lookup button to list all units
of measure. The unit of measure entered for an inventory item must be
convertible to the item's standard unit of measure as established in Unit
of Measure Conversion Maintenance.
This field is available
only for inventory items.
Qty
Received
This field displays the quantity of the item
received in Receipt of
Goods Entry and can only be viewed.
Job
Number
Enter a job number to distribute the cost associated
with the line item to a specific job, or click the Lookup button to list
all job numbers. If the Define Job Statuses Allowed in Entry check box
is selected in Job
Cost Options, the system checks to see if the status of the job number
entered is allowed in Job
Status Maintenance.
If you enter a job number with a status that is not allowed, a message
dialog box appears. If the appropriate security is set up in Role
Maintenance, you can click Yes to enter the job number. If the appropriate
security is not set up, you can click Yes to override security with a
logon ID and password. In both cases, if you click No, the job number
is removed from this field. If this field previously displayed a job number
with a valid status, that number will reappear in this field.
This field is available only if the Job Cost
module is integrated with Purchase Order.
Work Order
Enter the work order number representing the
released work order to which you want to distribute the cost associated
with the line item, or click the Lookup button to list all work order
numbers. This field is available only if the Work Order module is integrated
with Purchase Order.
Cost
Code
Enter the cost code to use for recording the
cost of the line item, or click the Lookup button to list all cost codes.
Right-click this field and select Active Cost Code to view only the active
cost codes on file for the job number entered in the Job Number field.
This field is available only if the Job Cost module is integrated with
Purchase Order, and if a job number is entered in the Job Number field.
Cost
Type
Type a cost type to specify the cost type to
use to record the cost of the line item. If the cost code entered is only
valid for a single cost type, that cost type appears automatically. This
field is available only if the Job Cost module is integrated with Purchase
Order, and if a job number and cost code were entered.
Required
Date
Type the required delivery date for this order.
The required date defaults from the Header tab.
Original
Unit Cost
This field displays the original unit cost
entered on the purchase order and can only be viewed. The amount displayed
at this field defaults to the current unit cost when entering new line
items.
Tax
Class
Enter the tax class for this purchase order,
or click the Lookup button to list all tax classes. The tax class defaults
from the purchase order. If you enter an item that is not on the original
purchase order, then the tax class defaults from the Inventory file, but
it can be changed. If the tax class is taxable, selecting the Use Tax
check box recalculates use tax, regardless of the exemption numbers for
the vendor. This field is available only if the Sales Tax Reporting check
box is selected in Accounts
Payable Options.
Use
Tax
Select this check box to calculate use tax
for the item code selected. The value that appears in this field is defaulted
from the purchase order or from the Header tab, but it can be changed
on a line-by-line basis. If the tax class is taxable, selecting the Use
Tax check box recalculates use tax, regardless of the exemption numbers
for the vendor. This field is available only if the Sales Tax Reporting
check box is selected in Accounts
Payable Options.
Extended Desc
This check box appears selected if the item
has an extended description and can only be viewed.
Alias Item
This field displays the alias item code for
the item code selected and can only be viewed.
G/L
Account
Enter the general ledger inventory, work in
process, or expense account number for posting the item entered, or click
the Lookup button to list all general ledger accounts. Depending on the
type of item entered in the Item Code field, this field defaults to the
general ledger account set up in Product
Line Maintenance (for inventory items), Miscellaneous
Item Maintenance (for miscellaneous items), or Purchase
Order Options (for expense and special items). The account can also
default from Job
Type Maintenance or Cost
Code Maintenance if a job number is entered, and from Operation
Code Maintenance if a work order number is entered.
-
For special
items, accept the default special item cost account number entered
in Purchase Order Options, or enter the inventory or work-in-process
account number that the special item is charged. For miscellaneous
charges, enter the general ledger expense or work in process account
number to post for the charge.
Accounts can be created in this field if the
appropriate settings are defined in the Auto Create when all Segments
are Valid field in General
Ledger Options.
Note
Sage Fixed Assets refers to the fixed assets product used with Sage 100.
Item Type
This field displays the item type of the item
selected and can only be viewed. Inventory item types can be accessed
and maintained in Item
Maintenance.
Weight Ref
Type the weight reference assigned to the inventory
item. This field is available only if an inventory item is selected in
the Item Code field. The information in this field defaults from the Weight
field in Item
Maintenance.
Weight
Type the weight of the inventory item to calculate
freight allocation. This field is available only if an inventory item
is selected in the Item Code field. The information in this field defaults
from the Weight field in Item
Maintenance.
Entry
Sample
|
1.23456789
|
1.2346
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1.23456789
|
|
1
lbs.
|
.0000
|
1
lbs.
|
|
Pounds
|
.0000
|
Pounds
|
|
2
|
2.0000
|
2
|
Product Line
This field displays the product line of the
item selected and can only be viewed. This field is available only if
the Inventory Management module is integrated with Purchase Order.
Product Type
This field displays the product type of the
item selected and can only be viewed. This field is available only if
the Inventory Management module is integrated with Purchase Order.
Costing
This field displays the cost description of
the item selected and can only be viewed. This field is available only
if the Inventory Management module is integrated with Purchase Order.
Sales Order No.
This field displays the sales order number
and can only be viewed. This field is available only if the Sales Order
module is set up.
Customer
PO No.
This field displays the customer purchase order
number and can only be viewed. This field is available only if the Sales
Order module is set up.
Asset Template
Select the asset template to use to create
assets in Sage Fixed Assets. Asset templates are set up in Sage Fixed
Assets and allow you to predefine values for new assets to be created.
Assets are created when the order is invoiced.
Note Sage Fixed Assets
refers to the fixed assets product used with Sage 100.
Assets can be created from the purchase order
items only if an asset template is selected in this field. If the Require
Template to Create Assets from A/P and P/O check box is selected in Fixed
Assets Options, you must select a template to complete the purchase
order entry.
To make sure the latest templates are available
in this field, you can refresh asset templates. For more information,
see Refresh
Asset Templates.
This field is available only under the following
conditions:
-
The
Fixed Assets module is integrated with Purchase Order.
-
An asset account is entered in the
G/L Account field. Asset accounts are set up in Asset
Account Maintenance.
-
The Job Number or Work Order field
is not entered for the line.
-
You have the appropriate security
setup.
For more information on asset templates, refer
to the Sage Fixed Assets Help system.
The number of assets created reflects the quantity
of the line items ordered.
Example
If the purchase
order line reflects five chairs, then five assets are created.
If the line reflects 2.5 lbs of a material (the quantity as a
fraction), then one asset is created when 2.5 lbs are received
and invoiced. The asset can be created only if the quantity invoiced
equals the quantity ordered.
Work
Order
Enter the work order number representing the
released work order to which you want to distribute the cost associated
with the line item, or click the Lookup button to list all work order
numbers. This field is available only if the Work Order module is integrated
with Purchase Order.
Step
Enter the step number against which you want
to distribute the cost associated with the line item, or click the Lookup
button to list all step numbers for the current work order. This field
is available only if the Work Order module is integrated with Purchase
Order and if a work order number is entered.
Trans Type
Select a transaction type to use to record
the cost of the line item. This field is available only if the Work Order
module is integrated with Purchase Order and if you entered a work order
number.
Total
Amount
This field displays the total amount for this
order and can only be viewed.
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4. Totals
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Purchase
Order Number
This field displays the purchase order number
entered and can only be viewed.
Hold
Payment
Select this check box to exclude the invoice
from the Accounts Payable automatic payment selection process prior to
check printing. Clear this check box to include the invoice in the automatic
payment selection process.
Vendor
No.
This field displays the vendor number entered
and can only be viewed.
Invoice
Number
This field displays the invoice number entered
and can only be viewed.
Taxable
Purchases
This field displays the total of all line items
received that are taxable and can only be viewed.
Nontaxable
Purchases
This field displays the total of all line items
received that are nontaxable and can only be viewed.
Freight
Amount
Type the appropriate freight amount for the
items received or invoiced. Freight costs are posted to jobs for inventory
item lines that have landed costs. If a value appears in this field, the
value defaults from the Freight Amount field in Purchase
Order Entry and can be changed.
Sales
Tax Amount
This field displays the total sales tax for
the order and can only be viewed. The sales tax amount is calculated by
multiplying the amount in the Taxable Purchases field by the total tax
rate for the state, county, and/or local codes that apply to this receipt
of goods. To modify the sales tax amount displayed, click Tax Detail and
enter the new sales tax amount in the Tax Amount field in the Tax
Detail window.
The sales tax amount is calculated based on
the following conditions:
Note If the
Sales Tax Reporting check box is cleared in Accounts
Payable Options, sales tax is not calculated.
Invoice
Total
This field displays the total of all line items
invoiced, freight amounts, and tax amounts when all field entries are
complete. This field can only be viewed.
Prepayment
Available
This field displays the prepayment amount available
and can only be viewed. For more information, see Process
Deposits Paid to Vendors.
Prepayment
Applied
Type the prepaid amount to apply against the
invoice. For more information, see Process
Deposits Paid to Vendors.
Prepaid
Check Number
Type the check number for the prepaid amount.
This field is available only if an amount is entered in the Prepayment Applied field. For more information, see Process
Deposits Paid to Vendors.
COD
Number
Type the COD number for the invoice. For more
information, see Process
COD Payments.
Less
COD Amount
Type the COD amount to apply to the invoice.
This field is available only if an amount is entered in the COD Number
field. For more information, see Process
COD Payments.
COD
Check Number
Type the check number for the COD amount. This
field is available only if an amount is entered in the Less COD Amount
field. For more information, see Process
COD Payments.
Bank
Code
Enter a bank code, or click the Lookup button
to list all bank codes. The bank code is used for posting the COD payment
to the cash account in the General Ledger module and to record the check
information to the Accounts Payable and Bank Reconciliation files. This
field is available only if a COD number was entered in the COD Number
field.
Invoice
Balance
This field displays the invoice balance of
the receipt and can only be viewed. The invoice balance is calculated
by subtracting the amounts in the Prepayment Applied and the Less COD
Amount fields from the Invoice Total field.
Invoice
Due Date
Enter an invoice due date, or click the Calendar
button to select a date from the calendar. The invoice due date is based
on the terms code information entered for the current vendor.
Discount
Date
Enter a discount date, or click the Calendar
button to select a date from the calendar. The discount date is based
on the terms code information entered for the current vendor.
Discount
Amount
Type a discount amount. The discount amount
is based on the terms code information entered for the current vendor.
Prepaid
Freight
Type the amount of prepaid freight allocated
to the cost of received inventory items. This amount does not affect the
invoice totals. The prepaid freight amount added to the freight amount
is allocated to the cost of each inventory item based on the cost, quantity,
or weight of each item.
This field is available only if the Inventory
Management module is integrated with Purchase Order, and an option other
than None is selected in the Allocate Freight on a Line Item Basis field
in Purchase Order Options.
Receipt of Invoice Entry
