This topic describes the information you enter for receipts and receipt adjustments on the Receipt Entry screen. For more information, see P/O Receipt Entry Screen.
Setup Records Required to Process Receipts
Before processing receipts, you need to set up the following Purchase Orders records:
- Additional cost codes
- Optional fields (if you use them)
- Ship-via codes
- Templates
You need to select the following options for receipts on the P/O Options screen:
- Edit or verify the lengths, prefixes, and numbers you want the program to assign to receipts, if you want the numbers assigned automatically.
- Select the options to use when processing receipts.
- Select a default template code (optional).
Also, set up related records in other Sage 300 programs:
- Terms codes in Accounts Payable.
- Vendor records in Accounts Payable.
- Optional fields in Inventory Control, Accounts Payable, and General Ledger
- Tax records in Common Services.
- Currency records (multicurrency ledgers) in Common Services.
- Item, price list, location, account set, and category records in Inventory Control.
- Contacts in Project and Job Costing.
Specifying Vendors and Purchase Orders
You can enter receipts for vendor numbers that exist in your Accounts Payable data and for new vendors. You can add a vendor to Accounts Payable from the Receipt Entry screen.
You can also apply receipts to existing purchase orders, or you can enter a receipt that doesn't reference a purchase order.
Entering Details for Job-Related Receipts
If the receipt is for a project you are managing with Project and Job Costing, different fields appear for the details to let you enter job-related information. If the retainage option is selected in Accounts Payable, you can choose retainage accounting for the receipt.
Note: If the receipt is being created from multiple purchase orders, all purchase orders must be either job-related or non-job-related.
Specifying Item and Cost Details
You can enter individual item receipts and additional costs (such as shipping charges) as separate details, and you can edit tax information for each detail and cost, and for the vendor.
You can enter additional cost details for the primary vendor (the vendor from whom you received the goods) or for secondary vendors (vendors who charged costs on the shipment but did not supply the goods).
If necessary, you can assign a different vendor and tax group to each additional cost detail. In multicurrency ledgers, you enter all details in the primary vendor's currency.
During receipt entry, you can look up purchasing history by vendor or item number. You can also print receipts after posting them using the standard form for receiving slips supplied with Purchase Orders, or using forms you design.
Note: You must use the option Allow Receipt of Non-Stock Items in Inventory Control to enter receipt transactions for non-stock items.
Posting Receipts
When you post a receipt in Purchase Orders, item quantities on purchase order are reduced and quantities on hand are increased in Inventory Control.
If the receipt is job-related, Purchase Orders also updates the actual and committed quantities and costs for the job in Project and Job Costing.
If you specified a purchase order number on a receipt, posting enters or updates outstanding and received quantities on detail lines in the purchase order, and completes purchase order detail lines that have been fully received or canceled. Posting also deletes purchase order details for which no quantity was received on the receipt, so that they do not appear on the receipt if you select it for editing after you have posted it. You should make sure you have entered all the received quantities you want to include on a receipt before you post it.
After posting a receipt, you cannot change additional cost information (except for the amounts) and you cannot delete detail lines—although you can change the quantity received and cost amounts, and you can add additional costs for the primary vendor on the invoice. In multicurrency ledgers, you cannot edit exchange rates.
Editing Receipts
After posting a receipt, you can no longer change the purchase order numbers, template code, or tax group, and you cannot delete any item or additional cost details that were posted with the receipt. You can add new additional cost details and, if the receipt does not reference a purchase order number, you can add item details. In multicurrency ledgers, you cannot edit exchange rates.
If you change receipt quantities, quantities on hand are updated in Inventory Control.
Job-related changes to receipt quantities will change the committed and actual quantities and costs in Project and Job Costing.
If you edit an existing receipt that was created from a purchase order, you see only the detail lines (from the purchase order) that have a received quantity or have a non-zero amount (other than the received quantity), such as a manual proration or a canceled quantity.
You cannot change the proration or reproration method you assign to any additional cost after you post the receipt. If you need to change the method, either on the receipt or for a return, you post the change as an adjustment in Inventory Control.
Note: Once you have posted an invoice for the primary vendor, all the vendor's details are complete and you cannot edit them. When you have posted invoices for all the vendors on a receipt, the receipt is complete and can no longer be changed.
Invoicing Receipts
You can post invoices for receipts from the Receipt Entry screen, invoicing the items received and additional costs charged by the primary vendor (the receipt vendor), as well as additional costs charged on receipts by other vendors (secondary vendors).
You can also use the Invoice Entry screen to post invoices.
Entering 1099 Codes and Remit-to Locations
You can enter 1099 codes and remit-to locations in Invoice Entry or in Accounts Payable.
Important! If you need to record 1099 codes and amounts or remit-to locations, you must enter invoices in the Invoice Entry screen, or edit Purchase Orders invoices in Accounts Payable to add the codes and 1099 amounts.
Assigning Serial Numbers and Lot Numbers
If you also use Serialized Inventory and Lot Tracking, you can assign serial numbers to items after inserting an amount in the Quantity field. For more information, see Receiving and Invoicing Serialized Items .