Receipt of Goods Entry

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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 goods.

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 Goods 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.

 

1. Header

 

Receipt Date

Enter a receipt date, or click the Calendar button to select a date from the calendar. This field automatically displays the receipt date entered in the Receipt Date field in the Default Values for Receipt of Goods Entry window, but can be changed.

 

Purchase Order Number

Enter the number for 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, and you can select multiple purchase orders for one receipt. After selecting the first purchase order, click the Apply Purchase Orders button to select additional orders. The Apply Purchase Orders to Receipt window opens, and you can select the orders. Additional orders can be applied if the values in the following fields match those in the first order selected:

• Terms code
• Sales tax schedule for purchase order
• Sales tax schedule for purchase address
• Shipping code (entered in Ship Via field)

When more than one purchase order has been selected, "Multiple" appears in this field, and you can view the order number for each line on the Lines tab.

When a purchase order is invoiced and completed, a Completed order status appears.

• If security is set to allow modifications to completed purchase orders, a message appears notifying you that the purchase order has been completed and asking if you want to continue. Click Yes to continue with the receipt or click No to return to the Purchase Order Number field to enter another order number.

• If security is set to allow completed purchase orders to be received, a message appears when the Lines tab is selected, asking if you want to receive the complete purchase order. Click Yes to receive the order complete and continue with the receipt. Click No to enter the quantity received for each line item.

• If the Post Accounts Payable Invoices check box is selected in Purchase Order Options, you must select a number in either the Purchase Order Number or Invoice Number field for each receipt of goods entry; you cannot leave both fields blank.

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

Enter an invoice number to enter receipt and invoice information simultaneously. This field is available only if the Post Accounts Payable Invoices check box is selected in Purchase Order Options.

If the Post Accounts Payable Invoices check box is selected in Purchase Order Options, you must select a number at either the Purchase Order Number or Invoice Number field for each receipt of goods entry; you cannot leave both fields blank.

 

Invoice Date

Enter the invoice date, or click the Calendar button to select a date from the calendar. This field is available only if an invoice number is entered in the Invoice Number field.

 

Vendor No.

Enter the vendor number, or click the Lookup button to list all vendor numbers.

Alternately, start typing a vendor name to locate a record. As you type, a list of records matching your entry appears. You can then select a record from the list, and the vendor number will appear in the field.

• If divisions are set up in the Accounts Payable module, the first two characters entered must be a valid division number.

• If you enter a vendor whose status is set to Inactive in Vendor Maintenance, a message appears warning you that the vendor is inactive and cannot be used.

• If the Use P/O Receipt of Invoice Entry for this Vendor check box is selected in Vendor Maintenance, entering the invoice in Receipt of Invoice Entry is the preferred method to avoid leaving a purchase order in a backorder status.

Enter a new vendor number to add a vendor using Vendor Maintenance (On the Fly). This task can be accessed only with the appropriate security set up; some nonessential fields are omitted to speed data entry. You can access Vendor Maintenance at a later time to complete the remaining entries for a new vendor number.

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. This field automatically displays the required date entered in the Default Values for Receipt of Goods Entry window, but it can be changed.

 

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 to the vendor's default tax schedule set up in Vendor Maintenance. 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.

Enter 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 to the address entered in the Primary Purchase Address field in Vendor Maintenance for a 1-step receipt.

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.

Enter 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.

This field automatically displays the ship-to address entered in the Ship-To Address field in the Default Values for Receipt of Goods Entry window, but it can be changed.

Enter 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.

Enter 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.

This field automatically displays the ship via entered in the Ship Via field in the Default Values for Receipt of Goods Entry window, but it can be changed.

 

FOB

Enter 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. This field automatically displays the FOB location entered in the FOB field in the Default Values for Receipt of Goods Entry window, but it can be changed.

 

Warehouse

Enter a warehouse code, or click the Lookup button to list all warehouse codes. 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.

• If a default warehouse is defined for the ship-to address entered in the Ship-To-Address field, this field displays the ship-to warehouse.

• If there is no default warehouse defined for the ship-to address, this field displays the warehouse entered in the Default Values for Receipt of Goods Entry window.

• If a value is not saved in the Default Values for Receipt of Goods Entry window, this field displays the warehouse entered in the Default Warehouse for Purchase Orders field in Purchase Order Options.

The default warehouse can be changed.

 

Confirm To

Enter the name of the person to contact regarding issues for the current ship-to address.

 

E-mail

Enter the e-mail address of the person to contact regarding receipt of goods for the current purchase 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

Enter a comment relating to this order.

 

2. Address

 

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 add a new purchase address on the fly by entering a new location code. 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.

Enter a new purchase address code to add it using Purchase Address Maintenance (On the Fly).

 

(Purchase Address) Name

Enter the vendor's name.

 

(Purchase Address) Country

Enter the vendor's country code, or click the Lookup button to list all country codes.

A country code is needed to ensure that the correct city and state or province are entered based on the ZIP or postal code.

Enter a new country code to add it using Country Code Maintenance (On the Fly).

 

(Purchase Address) Address

Enter the vendor's address in the lines provided.

 

(Purchase Address) ZIP/Postal Code

Enter the vendor's ZIP or postal code.

Enter a new ZIP or postal code to add it using ZIP Code Maintenance (On the Fly).

 

(Purchase Address) City

Enter the vendor's city.

 

(Purchase Address) State/Province

Enter the vendor's state or province abbreviation.

Telephone

This field displays the vendor's telephone number and can only be viewed.

 

Ext

This field displays the vendor's extension and can only be viewed.

 

Fax

This field displays the vendor's fax number and can only be viewed.

 

(Ship-To Address) Ship To

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.

Enter a new ship-to address code to add it using Ship-To Address Maintenance (On the Fly).

 

(Ship-To Address) Name

Enter the ship-to name.

 

(Ship-To Address) Country

Enter the country code, or click the Lookup button to list all country codes.

A country code is needed to ensure that the correct city and state or province are entered based on the ZIP or postal code.

Enter a new country code to add it using Country Code Maintenance (On the Fly).

 

(Ship-To Address) Address

Enter the ship-to address in the lines provided.

 

(Ship-To Address) ZIP/Postal Code

Enter the ship-to ZIP or postal code.

Enter a new ZIP or postal code to add it using ZIP Code Maintenance (On the Fly).

 

(Ship-To Address) City

Enter the ship-to city.

 

(Ship-To Address) State/Province

Enter the ship-to state or province abbreviation.

 

3. Lines

 

Grid Button Bar

The buttons located above the primary grid allow you to select items, view history and item information, enter extended item descriptions, and distribute lot or serial items.

For more information, see:

Item Quantity Inquiry

Lot/Serial Number Distribution

Vendor Price Level Lookup

Reorder Data

Item Status

Item Maintenance

Item Memo

Receipts for Purchase Orders Linked to Work Tickets

 

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 inactive items, the existing inactive items will be allowed; however, you cannot add new lines with inactive items.

Enter 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.

For items that should not be added to inventory, you can prepend the item code with an asterisk (*) to identify it as a special item. To order 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.

 Entry Sample

Enter....	If....
EL07-GB00083	you want to order an inventory item with item code EL07-GB00083.
*EL07-GB00083	you want to order the item without adding it to inventory.

 

Received

The quantity of the item received to date is displayed. If you cleared the Allow Qty Received/Invoiced to Exceed Qty Ordered check box in Purchase Order Options, this amount cannot exceed the amount in the Ordered field.

If the line item is for an existing purchase order, the original order quantity (or the remaining order quantity if the item has been back ordered) appears and can only be viewed.

 

Ordered

Enter 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 button to look up price and reorder information for an 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.

• If the line item is for an existing purchase order, the original order quantity (or the remaining order quantity if the item has been back ordered) appears, and this field can only be viewed.

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

Enter the unit cost for the item. If a new unit cost is entered, the extension amount and receipt totals are recalculated.

During receipt of goods entry for a purchase order, if the unit cost is increased for an inventory item, a warning dialog box appears if the Confirm Cost Increase in Receipt of Goods check box is selected in Item Maintenance. If the check box is cleared for the inventory item, no warning message dialog box appears; however, with the appropriate security setup, you can increase the unit cost. This check box is available only if the Purchase Order module is integrated with Inventory Management.

 

Extension

Enter the total cost amount for the item. The total cost amount is calculated by multiplying the quantity ordered by the unit cost. If the value that appears is changed, the unit cost is adjusted accordingly.

If you typed a miscellaneous charge code in the Item Code field, type a miscellaneous charge amount.

 

Comment

Enter a comment for this line.

Press CTRL+ENTER to add a new line of text in the Comment field.

 

Description

Enter the description for this item. The description entered is printed on the current receipt of goods.

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. If the item has a default warehouse defined in Item Maintenance, and selected in Purchase Order Options, this field displays the default item warehouse. If no default item warehouse is defined, this field displays the warehouse code entered in the Warehouse field on the Header tab.

 

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.

 

Back Ordered

Enter the quantity to place on back order. Enter 0 (zero) to cancel the remainder of the order for this item.

 

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.

 

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 a job number is entered in the Job Number field.

 

Cost Type

Enter 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 a job number and cost code are entered.

 

Required Date

Enter 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 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 defaults from the purchase order or from the Header tab, but 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.

 

Landed Cost

Select this check box to calculate landed cost for the item code selected. Clear this check box if you are not calculating landed cost. This check box defaults based on the selection made in the Allocate Landed Cost check box in either Miscellaneous Item Maintenance or Item Maintenance.

This field is available only if the Allow Entry of Landed Cost check box is selected in Purchase Order Options. To add or modify landed cost types, click Landed Cost on the Totals tab. For more information, see Landed Cost Entry.

 

Distrib Required

This field appears selected if the item entered in the Item Code field is a lot and serial item. This field can only be viewed.

 

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.

• Nonfinancial accounts cannot be entered in this field. For inventory items, this account can be overridden only with the appropriate security setup.

• If you are receiving an asset item, enter an asset account set up in Asset Account Maintenance. An asset account must be entered to create assets in Sage Fixed Assets based on the item.

• 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.

• If the account number is longer than the field, use the left and right arrow keys to view the entire account number.

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

Enter 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

Enter 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

 

Weight field (Item Maintenance)	Weight field (Data Entry)	Weight Reference field (Data Entry)
1.23456789	1.2346	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.

 

Work Ticket No.

This field displays the work ticket number and can only be viewed.

This field appears if the Production Management module is integrated with Purchase Order.

 

W/T Desc

This field displays the work ticket description and can only be viewed.

This field appears if the Production Management module is integrated with Purchase Order.

 

Step No.

This field displays the work ticket step number and can only be viewed.

This field appears if the Production Management module is integrated with Purchase Order.

 

Step Desc

This field displays the work ticket step description and can only be viewed.

This field appears if the Production Management module is integrated with Purchase Order.

 

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 Ticket 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.

 

PO Number

This field displays the purchase order number and can only be viewed. This field is available only if multiple purchase orders have been applied to this receipt. If only one purchase order has been applied, you can view the order number on the Header tab.

4. Totals

 

Purchase Order Number

This field displays the purchase order number entered and can only be viewed.

If more than one purchase order has been applied to the receipt, "Multiple" appears in this field. To view a list of applied purchase orders, click the Apply Purchase Orders button on the Header tab.

 

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.

If one or more of the purchase orders applied to the receipt are on hold, this check box is automatically selected.

This check box is available only if an invoice number is entered in the Invoice Number field on the Header tab.

 

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. This field is available only if an invoice number is entered in the Invoice Number field on the Header tab.

 

Taxable Purchases / Taxable Receipts

This field displays the total of all line items received that are taxable and can only be viewed.

 

Nontaxable Purchases / Nontaxable Receipts

This field displays the total of all line items received that are nontaxable and can only be viewed.

 

Freight Amount

Enter the appropriate freight amount for the items received or invoiced. Freight costs are only 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.

The freight amount entered in this field is included in the invoice total and posted to the Accounts Payable account. If a freight amount is not entered in this field, freight can be allocated using landed cost.

If multiple purchase orders have been applied to this receipt, the freight from all consolidated purchase orders is totaled and allocated to each line item based on the selection in the Allocate Freight on a Line Item Basis field in Purchase Order Options.

This field is available only if an invoice number is entered in the Invoice Number field on the Header tab.

 

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.

This field is available only if an invoice number is entered in the Invoice Number field on the Header tab.

The sales tax amount is calculated based on the following conditions:

• The selection made in the Expense to Vendor/Item check box and Purchases check box in Sales Tax Code Maintenance.

• The selection made in the Sales Tax Class field in Item Maintenance.

• The selection made in the Allow Entry of Sales Tax and Freight Without an Invoice check box in Purchase Order Options.

Note If the Sales Tax Reporting check box is cleared in Accounts Payable Options, sales tax is not calculated.

 

Invoice Total / Receipt 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.

This field is available only if an invoice number is entered in the Invoice Number field on the Header tab.

 

Prepayment Available

This field displays the prepayment amount available and can only be viewed. If there are multiple purchase orders applied to this receipt and more than one includes a prepayment, this field displays the total amount. Click the Prepayments from Applied Purchase Orders button to view a list of the applied orders and the prepayment amounts for each one.

For more information, see Process Deposits Paid to Vendors.

This field is available only if an invoice number is entered in the Invoice Number field on the Header tab.

 

Prepayment Applied

Enter the prepaid amount to apply against the invoice. For more information, see Process Deposits Paid to Vendors.

This field is available only if an invoice number is entered in the Invoice Number field on the Header tab.

 

Prepaid Check Number

Enter 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.

This field is available only if an invoice number is entered in the Invoice Number field on the Header tab.

 

COD Number

Enter the COD number for the invoice. This field is available only if an invoice number is entered in the Invoice Number field on the Header tab. For more information, see Process COD Payments.

 

Less COD Amount

Enter 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

Enter 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 about COD payments, see Process COD Payments.

This field is available only if an invoice number is entered in the Invoice Number field on the Header tab.

 

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 and if an invoice number is entered in the Invoice Number field on the Header tab.

 

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.

This field is available only if an invoice number is entered in the Invoice Number field on the Header tab.

 

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 on the Header tab.

This field is available only if an invoice number is entered in the Invoice Number field on the Header tab.

 

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 on the Header tab.

This field is available only if an invoice number is entered in the Invoice Number field on the Header tab.

 

Discount Amount

Enter a discount amount. The discount amount is based on the terms code information entered for the current vendor on the Header tab.

This field is available only if an invoice number is entered in the Invoice Number field on the Header tab.

 

Prepaid Freight

Enter 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, the Allow Entry of Landed Cost check box is selected or an option other than None is selected in the Allocate Freight on a Line Item Basis field in Purchase Order Options, and if an invoice number is entered in the Invoice Number field on the Header tab.

To add or modify landed cost types, click Landed Cost. For more information, see Landed Cost Entry.