P/O Receipt Entry Detail Items/Taxes Screen

  1. Open Purchase Orders > P/O Transactions > Receipt Entry.
  2. Enter header information for the receipt, including the vendor number and, if you are receiving an existing purchase order, specify the purchase order number (or numbers if you are receiving multiple purchase orders).
  3. Select an existing detail or enter a new one, and then press F9 or click the Item/Tax button.

Click the Calc. Taxes button to see tax amounts for a detail before you post the document.

Note: Tax amounts are not calculated automatically until you click the Taxes tab or the Totals tab, or you post the purchase order.

Click the Close button to close the Detail Items/Taxes screen.

On the Detail Items/Taxes screen and the Detail Costs/Taxes screen, you can also press the F9 key on your keyboard to close the screen.

Click the Delete button to delete the detail displayed in the zoomed detail-entry screen.

Use the Save button to save the changes you made to a detail you edited in the Detail Items/Taxes screen.

For a new detail, this button is called Add.

The program displays the total tax amount that has been allocated to the detail, including taxes that are included in the item cost. Recoverable and expensed tax amounts not included.

Allocated taxes form part of the item costs that are posted to the Inventory Control item records by Day End Processing.

Type the date on which you received the items. The program displays the session date as the default, but you can change it.

To view comments for a selected detail line, click the Zoom Zoom button button beside the Comments field. The program displays any comments entered for the detail line on the receipt, but you can change or delete them.

Tip: You can also press the Shift and F9 keys together to open or close the screen using your keyboard.

To enter comments for the selected detail, click the Detail Comments table, press the Insert key, and then type the comments on the new line.

Lines automatically wrap. If you want to start a new line before the line wraps, press Enter.

For more information, see P/O Detail Comments Screen.

You can enter a discount as a percentage or an amount. The program uses the amount you enter in this field to calculate the discounted cost for the item detail.

If you enter a percentage in this field, Purchase Orders calculates the discount amount for the item detail.

Tip: If you prefer not to enter discounts for individual details, you can enter a discount percentage for the entire document on the Totals tab. Purchase Orders then prorates the discount amount for the transaction details, overriding any discounts you may have entered manually for the details.

The program uses the amount you enter in this field to calculate the discounted extended cost for the item detail. If you enter a discount amount, the program calculates and displays the discount percentage based on the extended cost. (Alternatively, you can enter a percentage in the Discount % field, and let the program calculate the discount amount.)

If you prefer not to enter discounts for individual details, you can enter a discount amount for the entire receipt on the Totals tab. Purchase Orders then prorates the discount amount for the document details, overriding any discounts you may have entered manually for the details.

The program displays the item cost, less the discount amount, in this field.

To enter a drop-ship address for a detail, click the Zoom Zoom button button beside the Drop Ship field, or select the field and press Shift+F9.

Select the type of address to enter, and if necessary, select the location code, customer number, or ship-to address code for the address.

You specify a general ledger expense account for non-inventory item details. You can select general ledger account numbers using the Finder.

The program displays the number entered with the detail on the purchase order, if any, or the account number specified on the P/O Options screen for the Default Inventory Expense Account option, but you can change the number on the receipt.

Type the extended cost for the number of units of the item that you received.

If you change the extended cost, the program automatically recalculates the unit cost.

Note: If security is turned on in Sage 300, you cannot see this field unless you are authorized to view costing information.

Type the extended weight for the number of units of the item that you received.

If you change the extended weight, the program automatically recalculates the unit weight.

The total weight for all items on the document is displayed in the Totals tab.

The program displays the item number entered for the selected detail line.

To select an existing line to edit or delete, click the line, or enter its line number in this field on the P/O Detail Items/Taxes screen.

Note: You cannot delete completed lines.

This field appears only if you use Inventory Control.

Enter the code for the location where you expect to receive the shipment (or to which you want to post drop-shipped items).

The program displays the ship-to location code, if any, entered on the first tab, but you can select a different location. You can omit the location when adding details for non-inventory items.

Note: If you change locations after assigning serial and/or lot numbers, you must re-assign the serial and/or lot numbers.

This field displays the extended item cost, minus any applicable tax amount. You cannot edit the amount.

If you want to print item labels for the received items, type the number of labels to print.

Note:

You use the Item Labels screen in Inventory Control to print the labels.

In the Inventory Control Item Labels screen, select Received in the For Each Item field, then specify the receipt numbers for which you want to print labels. The program then prints the number of labels you specified for each item detail on a selected Purchase Orders receipt.

You cannot specify a number of labels for non-inventory item details.

If optional fields have been defined in Purchase Orders for receipt details, you can click the Zoom Zoom button button beside the Optional Fields field to display the optional fields assigned to a selected detail, and edit their contents.

For more information about using optional fields in transactions, see About Optional Fields in Transactions.

Type the number of units to cancel for the detail (the number of units, if any, that you do not expect to receive).

You can enter a canceled quantity only when you are editing a detail from a purchase order. When you post the receipt, the Quantity Outstanding field on the purchase order is reduced by the number of units you canceled on the receipt.

You can enter an outstanding quantity (the number of units not yet received or canceled) on detail lines only when you are entering a receipt to a purchase order.

The Quantity Outstanding field is automatically updated by the program when you post a received amount, but you can also type the outstanding quantity.

To reduce the outstanding quantity on an existing detail line you are editing, enter the desired amount; enter zero to complete a line and cancel remaining outstanding units.

When you post the receipt for a purchase order, the outstanding quantities are reduced on the purchase order. If you post a receipt for the full outstanding quantity or for a larger quantity than was specified on the purchase order, the purchase order detail is completed.

Type the number of units of the item that you received.

When entering received units for a purchase order detail, you can enter a greater number than are outstanding for the detail, if necessary.

When you post the receipt, the outstanding quantity on the purchase order (if any) is updated with the number of received units, and any purchase order details for which you did not enter a received quantity are deleted from the receipt. You must add a new receipt to receive the other details on the purchase order.

Note: If this is a job-related receipt, you should enter the quantity using the unit of measure that was used for the estimate in Project and Job Costing. Purchase Orders does not convert the quantity received when it sends the quantity to PJC if the units of measure are different.

If you use Serialized Inventory and Lot Tracking, and the item is serialized or lotted, a separate Generation/Allocation screen appears after you enter the quantity of serialized or lotted items received, then press Tab or Enter. You use this screen to assign serial/lot numbers for the item. (This screen also opens when you click the Zoom button beside the Quantity field.)

The program displays the number of units of the item that have already been received on the receipt.

This field displays the total amount of tax that is included in the extended item cost (when the cost includes tax).

Enter the cost of a single unit of the item you are ordering in the detail.

Purchase Orders displays a default cost as follows:

  • If you have set up vendor contract costs, Purchase Orders displays the cost specified as a contract cost for the item and unit of measure.
  • If P/O does not find a valid contract cost, it uses the inventory cost specified on the P/O Options screen.

Use the Finder Finder button to view any vendor contract costs, regular vendor costs, and other costs maintained by Inventory Control.

Purchase Orders uses the unit cost to calculate the extended cost. If you change the unit cost, the extended cost is recalculated.

In multicurrency ledgers, the cost is expressed in the vendor's currency.

Note: You can assign security to the Unit Cost and Extended Cost fields, to prevent unauthorized changes to the fields.

If you use Project and Job Costing, unit cost is defaulted as follows:

  • If the project is a standard project:
    • For a category cost class of Subcontractor, Overhead, or Miscellaneous Equipment, the unit cost is defaulted from the category resource.
    • For a category cost class of Labor, the default unit cost is based on the Default Unit Cost From option for the employee resource category.
    • For a category cost class of Material (if you are using Inventory Control), the default unit cost is based on Purchase Orders' default item cost (set in P/O Options).
    • For a category cost of Material (if you are not using Inventory Control), the unit cost is based on Purchase Orders vendor costs.
  • If the project is a basic project:
    • For a category cost class of Subcontractor, Overhead, or Miscellaneous Equipment, the unit cost is defaulted from the category.
    • For a category cost class of Labor, the default unit cost is based on the Default Unit Cost From option for the labor category.
    • For a category cost class of Material (if you are using Inventory Control), the default unit cost is based on Purchase Orders' default item cost (set in P/O Options).
    • For a category cost of Material (if you are not using Inventory Control), the unit cost is based on Purchase Orders vendor costs.

Type the unit of measure in which you received the item, or select it from the Finder.

You must use one of the units of measure that is assigned to the item in Inventory Control. On new detail lines, the program displays the stocking unit of measure.

If you are creating a receipt from a purchase order, the unit of measure entered for the detail on the purchase order is displayed, but you can change it.

If this is a job-related receipt, you should use the unit of measure that was used for the estimate in Project and Job Costing. Purchase Orders does not convert the quantity received when it sends the quantity to PJC if the units of measure are different.

Enter the weight of a single unit of the item you are ordering in the detail. On new detail lines, the weight specified in the Inventory Control item record is displayed, but you can change it.

Purchase Orders uses the unit weight to calculate the extended weight. If you change the unit weight, the extended weight is recalculated.

You can select from the weight units of measure defined in Purchase Orders. Weight is expressed in the unit selected for the Weight Unit Of Measure option on the I/C Options screen.

On invoices, enter the weight of a single unit of the item for which you were invoiced. The program displays the weight specified for the item on the receipt but you can change it.

Purchase Orders uses the unit weight to calculate the extended weight. If you change the unit weight, the extended weight is recalculated.

You can see the total weight estimated from your entries for the invoiced items on the Totals tab.

Enter the code the vendor uses to identify the item.

If the vendor's item number is specified in the Inventory Control item record, the code appears in this field. (Enter vendors' item numbers when assigning vendor types in Inventory Control item records.)

If the vendor's item number is specified on the receipt for which you are entering an invoice, the code appears in this field. (You can enter vendors' item numbers when assigning vendor types in Inventory Control item records.)

This is the unit of measure for the weight of this item on the receipt—such as pounds, kilograms, tons.

The program displays the weight unit of measure from the purchase order as the default, but you can change it to another defined unit of measure (and the program will recalculate the weight accordingly). For example, the item might arrive in differently sized bags than were ordered, leading you to change the UOM.

The weight UOM for the complete order is determined by the default weight unit of measure set in the I/C Options screen (or in the P/O Options screen if you do not use Inventory Control).

This column displays the tax amounts allocated to the selected detail line for each tax authority.

These columns list the tax classes and corresponding descriptions that are assigned to the tax authority. You can change the tax class (to another tax class that is assigned to the authority), but not the description.

To change the tax class description or make other changes to the information for the specified tax group, use the Tax Services screens in Common Services.

The program displays the amount of tax that is separately posted (expensed) to a general ledger account, rather than allocated to details on the credit note or debit note.

The program displays the amount of tax that can be recovered by your company, such as, for example, recoverable Canadian Goods and Services Tax (GST) amounts.

Indicates if the tax amount owed to a tax authority for a detail may become a reverse charge.

A reverse chargeable tax amount will not necessarily become a reverse charge. Tax amounts become reverse charges only if the Reverse Charges Base for the tax authority to which the tax amounts are owed (shown on the Taxes tab) is above the reverse charges threshold amount for the tax authority. For more information about threshold amounts, see the Tax Services help.

The program displays the amount of tax that is due for each authority.

For each authority, Purchase Orders calculates a tax amount if:

  • The vendor is subject to tax.
  • The transaction contains taxable items or taxable additional costs.
  • Tax rates are specified for the tax authorities and classes in Tax Services.

You cannot edit the tax amount for a detail except indirectly, by changing the tax class or tax-included option on the Detail Items/Taxes screen.

To edit tax amounts for the invoice, make your changes on the Taxes tab.

These columns list the tax authorities and that are assigned to the tax group you specified for the document.

Tax information is maintained in the Tax Services screens in Common Services.

This field shows, for the selected detail, the net cost of items before tax is added for the tax authority. You cannot change the amount that appears in this field.

This field is particularly useful for items that have tax included in their prices.

This field displays the amount of tax that is included in the extended item cost (when the cost includes tax).

Overview

Use this screen to add, edit, and delete receipt detail lines. You also use it to edit the tax classes and tax-included options for individual receipt details.

This screen displays the fields for a single detail in a separate window, letting you see all the information you entered for the detail, including tax information.