P/O Receipt Entry Screen

Open Purchase Orders > P/O Transactions > Receipt Entry.

Use the Calculate Taxes button to recalculate tax amounts after you change the Tax Class or Tax Included field. (Tax amounts are not automatically calculated until you choose Post for the invoice or select the Totals tab.)

Click the New button to begin creating a new record.

Use the Post button to post the document or to post changes you have made to existing documents.

Note: You cannot edit receipts after posting them.

Use the Receive All button to add to the Receipt Entry screen all the detail lines from the specified purchase orders.

Note: If working with serialized or lotted items, you cannot use the Receive All button. You must assign serial and lot numbers manually.

If the transaction was entered manually in Purchase Orders, the field displays the user ID of the person who entered the transaction.

You can enter a unique number in this field for a new receipt, using up to 22 characters.

Tip: Leave the field showing ***NEW*** to let Purchase Orders assign the receipt number during posting.

To display an existing receipt, type its number, or use the Finder or the navigation buttons beside the Receipt Number field to select it.

Identifies the vendor from whom you received the goods. The vendor number sets the default tax group and payment terms. In multicurrency systems, the vendor number also specifies the currency of the document.

  • To select an existing vendor, use the Finder, or type the number and press Tab.
  • To add a new vendor, do one of the following:
    • To add the vendor record now, click the New button after typing the vendor number. After you fill in the vendor information in Accounts Payable, click Add, then click Close to return to Purchase Orders.
    • If you do not want to add the vendor record now, type only the vendor number. However, you must create the vendor record before you can post an invoice in Accounts Payable.

Warning! Although you can add a receipt before you add the vendor record in Accounts Payable, you should not do so in a multicurrency system. If the tax reporting currency for the tax group that you want to use differs from the vendor’s currency, you must create the vendor record before you enter the invoice.

If a vendor account is inactive, you cannot enter a receipt for the vendor.

This field lets you use navigation buttons or the Finder to select an additional cost vendor that you have added to a receipt. As you scroll through the list of existing vendors, Purchase Orders displays the vendor number and the additional cost details you entered on the tab.

The field also lets you clear displayed information from the tab so that you can enter a new additional cost. (To begin a new additional cost, click the New New button button next to the Additional Cost Vendors field.)

(display only)

The sum of the additional costs before excluded taxes entered on this receipt for the selected vendor.

(multicurrency ledgers, display only)

The program displays the vendor's currency (the currency associated with the vendor's tax group). When you are adding a new vendor, the program displays the code for the functional currency until you select the tax group, then the currency for the tax group is displayed.

(multicurrency ledgers)

The program displays the exchange rate currently in effect for the specified currency and the displayed rate type and rate date, but you can change the rate.

You receive a warning if you change an exchange rate by an amount that exceeds the Spread setting for the currency in Common Services' Currency Rates table.

The sum of the taxes that are included in the additional costs entered on this receipt for the selected vendor.

The Less Retainage and Net Costs Total fields appear with the additional costs summary at the bottom of the screen if you choose the Retainage option on the Additional Costs tab.

The program will also display additional retainage fields for each additional cost detail to let you enter a different retainage percentage (or amount) and period for each additional cost.

The Less Retainage and Net Costs Total fields appear with the additional costs summary at the bottom of the screen if you choose the Retainage option on the Additional Costs tab.

The program will also display additional retainage fields for each additional cost detail to let you enter a different retainage percentage (or amount) and period for each additional cost.

The number of additional cost detail lines entered for the selected secondary vendor.

(display only)

The program displays the total amount of additional cost details for the primary vendor on the receipt, excluding taxes (except taxes that are included in the cost amounts).

(multicurrency ledgers)

Type the date to use to select the exchange rate for the additional cost.

The program displays the rate date that is nearest the document date you entered, but you can specify a different date for which an exchange rate exists for the currency in Common Services' Currency Rates table.

If you change the rate date, Purchase Orders checks the rate tables for a date match, and updates the rate if necessary.

(multicurrency ledgers)

If the rate type you want to use is not displayed, type the code or choose it from the Finder.

The program uses rate types when converting multicurrency amounts on the receipt to functional currency. Examples of rate types might be "spot rate," "average rate," and "contract rate."

You define rate types using the Currency Rate Types screen in Common Services, and assign the default rate type for Purchase Orders on the Processing tab of the P/O Options screen.

(job-related)

If the retainage option is selected for the receipt and for the additional cost, the program displays additional retainage fields for each additional cost detail line. If you select No Proration, you can enter a retainage percentage and period.

Note: You can edit these fields for secondary vendors, but not for the primary vendor.

Default Retainage Percentage and Period

The default retainage percentage and retention period that appears in these fields depends on how you are prorating the costs.

  • If prorating by cost, quantity or prorating manually, the settings are based on the Vendor record.
  • If using no proration, the retainage settings are based on the Default Retainage From option for the contract in Project and Job Costing.

For new vendors, type the code for the tax group to use or select the code from the Finder. For existing vendors, the tax group is displayed, but you can change it.

For new vendors, type the terms code that represents the vendor's payment terms for the additional cost, or select the code from the Finder.

For existing vendors, the program displays the vendor's terms code, but you can change it to another terms code that is defined in Accounts Payable.

The sum of the additional costs plus taxes entered on this receipt for the selected vendor.

The account set from the vendor record appears in this field as the default. It specifies the general ledger payables control, purchase discounts, prepayment, and retainage accounts to which the transaction will be distributed.

You can change the account set for a particular purchase order, receipt, return, invoice, credit note, or debit note. If you use multicurrency accounting, however, the new account set must use the same currency as the vendor's account set.

Note: If you change the account set on a receipt, make sure that you use the same account set for returns, invoices, and credit or debit notes.

If you used the buttons beside the Additional Cost Vendors field to select an additional cost vendor that you have already added to this receipt, the program displays the selected vendor number in this field.

You can always add an additional cost vendor to a receipt for which you have not yet created an invoice. You can use the Finder to select a vendor that exists in Accounts Payable, or you can add a new additional cost vendor.

For information about adding a new secondary vendor to a receipt, see Adding a New Secondary Vendor to a Receipt.

Type the code for the additional cost you want to add, or select the code from the Finder.

If you are adding a cost for which no code is defined, skip this field and type the name of the cost in the Description field (the field beside the Additional Cost field in the Detail Cost/Taxes screen).

Note: You use the Additional Costs screen (in the P/O Setup folder) to maintain the additional cost charges you use in Purchase Orders.

Enter the amount of the additional cost in this field.

(if job-related and multicurrency, display only)

This field appears only in multicurrency systems for time and materials projects and for fixed price projects using billings and costs or accrual-basis accounting methods.

The billing currency is the customer's currency specified on the contract, and you cannot change it.

  • Billing currency is blank for Fixed Price projects using completed project or project percentage complete methods, and for Cost Plus projects.
  • Billing currency is NOT displayed for basic or standard internal Time and Materials projects or for Fixed Price projects that use billings and costs or accrual-basis accounting methods.
(if job-related)

For job-related additional costs on receipts, you also specify the Billing Type, Billing Rate, AR Item Number, and AR Item UOM that will be used for the customer invoice.

The following fields appear only for job-related receipts.

AR Item Number

The program displays the A/R item number associated with the category or Item Number/Resource used for the contract in Project and Job Costing. You can select a different A/R item number only for time and materials projects, as follows:

  • On a standard project, the program displays the A/R item number and unit of measure specified for the project resource category as the default. You can accept the item number or select another valid A/R item number.
  • On a basic project, program displays the A/R item number and unit of measure specified for the project category. You can accept the item number or select another valid A/R item number.
  • If you change the A/R item number, the item number must be a valid item number in Accounts Receivable, and the unit of measure must be a valid unit of measure both for the new item number and the vendor’s currency.

Cost plus and fixed price projects do not use an A/R item number. Internal contracts for time and materials projects also do not use an AR Item Number.

AR Item UOM

This field appears for Time and Materials projects if you selected the Job Related option for this transaction.

You must enter a unit of measure that is valid for the category or item number/resource that you specified and for the contract customer's currency.

Note: For internal time and materials projects (basic or standard contracts) the A/R item unit of measure will be disabled/blank.

Billing Currency

This field appears only in multicurrency systems for time and materials projects and for fixed price projects using billings and costs or accrual-basis accounting methods.

The billing currency is the customer's currency specified on the contract, and you cannot change it.

Note: Billing currency is blank for Fixed Price projects using completed project or project percentage complete methods, and for Cost Plus projects. It is NOT displayed for basic or standard internal Time and Materials projects or for Fixed Price projects that use billings and costs or accrual-basis accounting methods.

Billing Rate

Purchase Orders displays the billing rate for the specified resource (for standard projects) or category (for basic projects).

You can edit the billing rate if the billing type is Billable. The field will display 0.000000 if the billing type is Non-Billable or No Charge.

Note that:

  • Billing rate can be specified for Time and Materials projects and for Fixed Price projects that use Billings and Costs or Accrual-Basis accounting methods. Billing rate is disabled and set to 0.000000 on a basic or standard internal contract for Time and Materials projects or for Fixed Price projects using billings and costs or accrual-basis accounting methods. It cannot be negative.
  • If a job-related additional cost is prorated by cost, quantity, or weight, the specified billing rate in functional currency will be prorated to the item details for projects that are Time and Materials or Fixed Price with an accounting method of billings and costs or accrual-basis.

    The billing rate will not be prorated to item details for Cost Plus or Fixed Price projects with completed project or project percentage complete accounting methods. Instead, it will be converted to the contract customer’s currency when it is prorated to the item details during day end processing (using the current exchange rate).

    The prorated billing rate for each detail will not be displayed (and, therefore, will not be editable).

  • This field is not available if you are prorating manually.

Billing Type

This field appears in the detail-entry section only for job-related purchase orders.

The billing type indicates to Project and Job Costing whether to bill the cost to the customer. You can change this field only for a time and materials project or for a fixed price project that uses billings and costs or accrual-basis accounting methods, as follows:

On a basic project:

  • For a billable project, the category billing type determines whether you can change the billing type for the detail. If the specified category is:

    • For a billable project, the category billing type determines whether you can change the billing type for the detail. If the specified category is:

      • Billable, the default billing type for the detail is billable, but you can change it.

        If the detail is billable you can specify a billing rate for the detail.

        If you change the billing type for the detail to no charge or non-billable, the program sets the billing rate to zero and you cannot change it.

      • No charge or non-billable, the program sets the same billing type for the detail, and cannot change it. You cannot specify a billing rate for the detail, which the program sets as zero.

      • If the project is no charge or non-billable, the detail uses the same billing type as the project, the billing rate is set to zero, and you cannot change them.

On a standard project:

  • If the project is billable, the resource billing type determines whether you can change billing type for the detail. If the specified resource is:

    • Billable, the program displays Billable as default billing type, but you can change it for the detail. If the detail is billable, you can specify a billing rate for the detail. If you change the billing type for the detail to no charge or non-billable, the program sets the billing rate to zero, and you cannot change it.

    • No charge or non-billable, the program sets same billing type for the detail, and you cannot change it. You cannot specify a billing rate for the detail, which the program sets as zero.

    • No charge or non-billable, the program sets same billing type for the detail, and you cannot change it. You cannot specify a billing rate for the detail, which the program sets as zero.

  • If the project is no charge or non-billable, the detail uses the same billing type as the project, and you cannot change it. The program also sets the billing rate to zero, and you cannot change it.

For fixed price and cost plus projects, the Billing Type field is blank. A billing type is not required for these types of projects. For internal contracts using time and materials, or fixed price billings and costs or accrual basis, the billing type is set to non-billable.

Cost Class

The program displays the cost class for the category used in each detail. You cannot change this field.

(if job-related)

Select the Calculate Labor field if you want Project and Job Costing to calculate labor amounts for this cost and pass the amount back to Purchase Orders. (Purchase Orders creates the G/L entries for the additional costs.)

Do not select this option for an additional cost for which you don't want to calculate labor.

The program also lets you specify whether overhead or labor is calculated if you expense the additional cost.

Note: This field is disabled if you specify No Proration, and you specify a contract/project/category where the category uses a flat rate. No labor or overhead is calculated for additional costs if you are using a flat rate per labor hour/unit or a flat rate per unit for overhead.

(if job-related)

Select the Calculate Overhead field if you want Project and Job Costing to calculate overhead amounts for this cost and pass the amount back to Purchase Orders. (Purchase Orders creates the G/L entries for the additional costs.)

Overhead is usually calculated on the discounted extended amount.

For example, you would not select this option if a receipt had additional shipping costs for which you didn't want to calculate overhead or labor.

The program also lets you specify whether overhead or labor is calculated if you expense the additional cost.

Note: This field is disabled if you specify No Proration, and you specify a contract/project/category where the category uses a flat rate. No labor or overhead is calculated for additional costs if you are using a flat rate per labor hour/unit or a flat rate per unit for overhead.

Enter an optional comment for the document.

Any comments you entered for the detail on the receipt are included on the invoice, but you can change or delete them.

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

(if job-related)

For job-related receipts, either expense the additional cost or specify where the items or resources are going to be used. If you use different terms than “Contract,” “Project,” and “Category” in Project and Job Costing, the program displays them instead.

You also specify the Billing Type, Billing Rate, AR Item Number, and AR Item UOM for the customer invoice.

Note: You enter/select the resource using the Item Number field. These fields will appear only for job-related receipts, and be enabled only for No Proration additional costs.

Select or enter a category that is assigned to the project in Project and Job Costing.

Specify a contract number for each detail. You can enter or select only contracts that are open or on hold. (You cannot process transactions to a contract that is on hold, if it has never been opened.)

The program displays the cost class for the category used in each detail. You cannot change this field.

Use the Item Number field to identify the resource for this detail.

For No Proration additional costs, use the Resource field to specify the resource for this detail.

You must specify a resource that is assigned to the project and category in Project and Job Costing. You can specify an inventory item number, or the code for another type of resource (such as an equipment code, subcontractor code, or employee number).

Note: You cannot leave this field blank.

You can only enter or select projects that are:

  • Assigned to the contract that you selected.
  • Open or on hold. (If a project that is on hold has never been opened, you cannot select it.)
  • Not closed to costs.

If you selected manual proration, click the column heading to display the distribution screen.

You cannot add/save a manually prorated additional cost detail line until the total amount prorated manually equals the total additional cost amount.

Taxes

You do not need to manually calculate and prorate allocated taxes. The program will do that for you during day end or during posting (depending on your settings).

Non-Job-Related Receipts

You can manually prorate additional costs only to item details with valid inventory item numbers. You cannot manually prorate costs to non-inventory items.

Job-Related Receipts

The distribution screen lets you specify the amount allocated to each detail and the billing rate. All other fields are displayed only.

If you entered a non-inventory item number for the detail line, enter the account number of the general ledger expense account to which you want to post the detail.

This field displays the number entered with the detail on the receipt, but you can change the number.

For new detail lines, this field displays the account number specified on the P/O Options screen for the Default Inventory Expense Account option.

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

Optional fields appear on the Additional Costs tab for additional cost that are charged by secondary vendors.

You can also add optional fields to individual additional cost detail lines if you are not prorating the additional costs. If you are prorating by cost, quantity, weight, or manually, the optional fields column is disabled.

If you are allocating additional costs to more than one receipt, you can edit the optional fields for each allocation on the Cost Allocation screen (choose the Dist. Cost button on the Additional Cost tab). Note that you must have chosen multiple receipts on the Invoice tab in order to distribute the costs.

If you assigned the same optional fields to additional cost records and to invoice additional costs, the optional field entries in additional cost records will appear on invoices by default.

Optional field information can pass from invoices (or credit/debit notes) to downstream ledgers like Accounts Payable and General Ledger.

Specify whether to prorate the cost to the received items by cost, quantity, or weight, or manually, or to expense the cost to a general ledger account.

Note: If you are adding additional costs for non-inventory items, you must choose No Proration.

Type an optional reference for the detail.

If the retainage option is selected for the receipt and for the additional cost, the program will display additional retainage fields for each additional cost detail line. If you select No Proration for cost, you can enter a retainage percentage and period.

Note: These fields are editable for secondary vendors, but not for the primary vendor.

Default Retainage Percentage and Period

The default retainage percentage and retention period that appears in these fields depends on how you are prorating the costs.

  • If prorating by cost, quantity or prorating manually, the settings are based on the Vendor record.
  • If using no proration, the retainage settings are based on the Default Retainage From option for the contract in Project and Job Costing.

In this field, enter the general ledger account number to which to post prorated additional cost amounts if you return items.

This field is called Return Proration on the Detail Costs/Taxes screen.

Select the reproration method to use if you need to return any of the received items and you did not select No Proration or Prorate Manually as the proration method.

Note: You cannot expense job-related costs.

This field displays the total amount of taxes included in the additional cost amount.

(Yes or No in the zoomed cost entry screen)

This field appears on the zoomed item entry screen (click the Item/Tax... button).

Use this field to indicate whether tax amounts are included in the item cost.

To toggle between Yes and No in this field, type any character in the field or double-click the field with a mouse.

The default choice for this option is provided from the vendor record in Accounts Payable or from the vendor contract cost.

Note that you can choose Yes only if the tax authority is set up in Tax Services to allow tax-included costing.

This field displays the amount of allocated tax for the detail. (Allocated taxes are included in the cost of the detail. Recoverable and expensed taxes are not included in detail costs.)

These fields appear in the Additional Cost table if you are manually prorating additional cost.

(if job-related)

For job-related additional costs that you are manually prorating, you also specify the Billing Rate that will be used for the customer invoice. The following billing fields from the receipt detail line are display-only on this screen: Billing Type, Billing Currency, AR Item Number, and AR Item UOM.

These fields will only appear for job-related receipts.

AR Item Number

The program displays the A/R item number associated with the Category or Item Number/Resource used for the contract in Project and Job Costing. You can select a different A/R item number only for time and materials projects, as follows:

  • On a standard project, the program displays the A/R item number and unit of measure specified for the project resource category as the default. You can accept the item number or select another valid A/R item number.
  • On a basic project, program displays the A/R item number and unit of measure specified for the project category. You can accept the item number or select another valid A/R item number.
  • If you change the A/R item number, the item number must be a valid item number in Accounts Receivable, and the unit of measure must be a valid unit of measure both for the new item number and the vendor’s currency.

Cost plus and fixed price projects do not use an A/R item number. Internal contracts for time and materials projects also do not use an A/R item number.

AR Item UOM

This field appears for Time and Materials projects if you selected the Job Related option for this transaction.

You must enter a unit of measure that is valid for the category or item number/resource that you specified and for the contract customer's currency.

Note: For internal time and materials projects (basic or standard contracts) the A/R item unit of measure will be disabled/blank.

Billing Currency

This field appears only in multicurrency systems for time and materials projects and for fixed price projects using billings and costs or accrual-basis accounting methods.

The billing currency is the customer's currency specified on the contract, and you cannot change it. Note that:

  • Billing currency is blank for Fixed Price projects using completed project or project percentage complete methods, and for Cost Plus projects.
  • Billing currency is NOT displayed for basic or standard internal Time and Materials projects or Fixed Price projects that use billings and costs or accrual-basis accounting methods.

Billing Rate

Purchase Orders displays the billing rate for the specified resource (for standard projects) or category (for basic projects). You can edit the billing rate if the billing type is Billable. The field will display 0.000000 if the billing type is Non-Billable or No Charge. Note that:

  • Billing rate can be specified for Time and Materials projects and for Fixed Price projects that use Billings and Costs or Accrual-Basis accounting methods.
  • Billing rate is disabled and set to 0.000000 on a basic or standard internal contract for Time and Materials projects or for Fixed Price projects using billings and costs or accrual-basis accounting methods.
  • The billing rate cannot be negative.

Billing Type

This field appears in the detail-entry section only for job-related purchase orders.

The billing type indicates to Project and Job Costing whether to bill the cost to the customer. You can change this field only for time and materials projects or for fixed price projects that use billings and costs or accrual-basis accounting method, as follows:

On a basic project:
  • For a billable project, the category billing type determines whether you can change the billing type for the detail. If the specified category is:
    • Billable, the default billing type for the detail is billable, but you can change it. If the detail is billable you can specify a billing rate for the detail. If you change the billing type for the detail to no charge or non-billable, the program sets the billing rate to zero and you cannot change it.
    • No charge or non-billable, the program sets the same billing type for the detail, and cannot change it. You cannot specify a billing rate for the detail, which the program sets as zero. If the project is no charge or non-billable, the detail uses the same billing type as the project, the billing rate is set to zero, and you cannot change them.
On a standard project:
  • If the project is billable, the resource billing type determines whether you can change billing type for the detail. If the specified resource is:
    • Billable, the program displays Billable as default billing type, but you can change it for the detail. If the detail is billable, you can specify a billing rate for the detail.

      If you change the billing type for the detail to no charge or non-billable, the program sets the billing rate to zero, and you cannot change it.

    • No charge or non-billable, the program sets same billing type for the detail, and you cannot change it. You cannot specify a billing rate for the detail, which the program sets as zero.

      If the project is no charge or non-billable, the detail uses the same billing type as the project, and you cannot change it. The program also sets the billing rate to zero, and you cannot change it.

For fixed price and cost plus projects, the Billing Type field is blank. A billing type is not required for these types of projects. For internal contracts using time and materials or fixed price billings and costs or accrual-basis, the billing type is set to non-billable.

(if job-related)

For job-related additional costs that are manually prorated, choose the items/resources to which you are allocating the additional cost.

The program displays the “Contract,” “Project,” and “Category” that you specified for each receipt detail line. The "resource" appears in the Item Number column.

You also specify the Billing Rate for the additional cost.

Note: The proration screen is available only if you choose to manually prorate additional costs to detail lines. The following fields from the receipt detail lines are shown as display-only fields on this screen: Contract, Project, Category, Cost Class, Item Number, and Description.

Category

Select or enter a category that is assigned to the project in Project and Job Costing.

Contract

Select or enter a contract number for each detail. You can enter or select only contracts that are open or on hold. (You cannot process transactions to an account that is on hold, if it has never been opened.)

Cost Class

The program displays the cost class for the category used in each detail. You cannot change this field.

Item Number (Resource)

Use the Item Number field to specify the resource for this detail.

You must specify a resource that you have assigned to the project in Project and Job Costing (such as an equipment code or a subcontractor code). You cannot leave this field blank.

Project

You can only enter or select projects that are:

  • Assigned to the contract that you selected.
  • Open or on hold. If a project that is on hold has never been opened, you cannot select it.
  • Not closed to costs.

The program displays all of the items on the purchase order so you can easily distribute the additional cost in the amount fields.

If this is a job-related receipt, the Item Number may be a resource.

The program displays the item description from Inventory Control or the description you entered for the detail on the purchase order.

Enter the amount of the additional cost that is being allocated to this line item. The amounts on all lines must add up to the total amount of the additional cost.

If you use Inventory Control, select a location code to which bills for the receipt will be sent.

You can also use theZoom Zoom button button to open separate screen where you can edit the address for the bill-to location, or you can omit the code and type in a billing address, or not specify a bill-to location at all.

Type an optional description for the receipt, using up to 60 characters.

If you are working with an existing purchase order, the description entered on the purchase order is displayed, but you can change it.

To receive all incomplete purchase orders from the vendor, click the Zoom Zoom button button beside the From Multiple POs option. Use the screen that appears to add purchase orders to the receipt, as follows:

  • Use the Finder to list and select purchase orders.
  • Press the Insert key to move to a new line.

  • After selecting the purchase orders you want to add, click Receive and then click Close.

    All the details from the purchase orders are then listed in the detail entry table on the Receipt tab.

If you select the From Multiple POs check box, the PO Number field is not available. The option is automatically selected if you click the Zoom button next to the field.

Note: When you create a receipt from more than one purchase order, all of the receipt header information (including the fields on the Optional Fields tab) will come from the first purchase order that you select.

Type the name of the Free-On-Board point, or the location where the vendor begins charging you freight on shipments. You can also leave this field blank.

Select the Job Related option if the receipt is for a project you are managing with Project and Job Costing.

If the receipt is job-related, different fields appear for the details to let you enter job-related information.

Note: If you are creating the receipt from multiple purchase orders, all purchase orders must be either job-related or non-job-related. Also, you cannot add serialized items or items assigned to lots to job-related receipts. Instead, you must receive them into inventory, and then use the Material Usage screen in Project and Job Costing to move them from inventory to jobs.

This field shows the number of the last receipt posted to the specified purchase order. Each time you post a receipt for a particular purchase order, the program enters the new receipt number in this field.

This field displays the number of receipts that have been posted to the purchase order selected for the current receipt. The number is updated with each new receipt you post to the purchase order.

If you are entering a receipt of a single purchase order, type the purchase order number or select the number from the Finder of the vendor’s purchase orders.

If you specify a single purchase order number in this field, you will not be able to use the From Multiple POs field.

You do not have to specify purchase order numbers with receipts. However, if you do specify a purchase order number, the purchase order details are displayed and you cannot add new details or receive a quantity that is greater than the quantity ordered on the purchase order.

The Finder for this field shows only incomplete purchase order numbers. (You cannot post receipts to completed purchase orders.)

You cannot change the purchase order number after posting the receipt.

Enter the posting date for the receipt in addition to the document date.

The posting date is the date for transactions being posted to the General Ledger, so it also determines the contents of the Fiscal Year and Period fields.

If you are also entering invoice information, the posting date that you specify here also applies to the invoice.

If you have a multicurrency system, currency revaluation also uses posting dates to select open documents for revaluation purposes and thus, revaluation adjustments are posted to General Ledger in the correct fiscal year and period.

Depending on your settings in the P/O Options screen, Purchase Orders automatically displays the session date or the document date by default in this field.

You can change the posting date, but you cannot separately change the fiscal year and period.

Note: If you consolidate G/L transactions, the posting date for consolidated entries is the last date of the fiscal period.

Type the date you want to use as the receipt date. The program displays the sign-on date you entered to start Sage 300.

You can also change the posting date if you want a different date for the G/L transactions when they are posted in the General Ledger. (The posting date determines the fiscal year and period displayed beside the Posting Date field.)

(display only)

The Subtotal field in the lower-right corner of the screen displays the total of all items on the receipt. This amount does not include taxes and additional costs.

Type an optional reference for the receipt.

If you are working with an existing purchase order, the reference from the purchase order is displayed, but you can change it.

You can choose retainage accounting for the job-related receipts if the retainage option is selected in the Accounts Payable module.

The program will display additional retainage fields for each receipt detail line to let you enter a different retainage percentage (or amount) and period for each detail line in the receipt.

The program will also display the Retainage tab to let you specify the retainage terms and specify the exchange rate that you use for multicurrency retainage invoices.

If you use Inventory Control, select the location code which identifies the location at which the items were received.

You can also use the Zoom button (or press F9) to open a separate screen where you can edit the address for the code you select, or you can skip the code and type in a ship-to address. You can also omit ship-to information.

The ship-to location you specify, if any, becomes the default location for new lines you add to a receipt.

If you are working with an existing purchase order, the location code entered on the purchase order is displayed. You can change the code, but your change does not change the location codes entered with the detail lines.

Use these fields to specify the shipping method by which you received the goods from the vendor. The program displays the ship-via description for the code you select or for the code, if any, in the template you selected for a new receipt on the Receipt tab.

Type an optional ship-via code or use the Finder to select one of the ship-via codes you have defined in Purchase Orders.

You can also skip the Ship Via field and type a description of the shipping method by which you will receive the goods in the field beside the Ship Via field, or leave both fields blank.

The vendor's terms code is displayed, but you can change it.

To change a terms code, type the new code or select the code from the Finder. You must enter a terms code for each vendor and you must use one of the terms codes you have defined in Accounts Payable.

On receipts entered without purchase order numbers, the default template code, if any, is displayed, but you can change it.

If you select a new template after choosing the vendor, Purchase Orders will replace the receipt information with the information from the template.

  • You cannot change the template after you have added details to the receipt.
  • You cannot change the displayed template code if you specify an existing purchase order number or you are working with a previously posted receipt.

The account set from the vendor record appears in this field as the default. It specifies the general ledger payables control, purchase discounts, prepayment, and retainage accounts to which the transaction will be distributed.

You can change the account set for a particular purchase order, receipt, return, invoice, credit note, or debit note. If you use multicurrency accounting, however, the new account set must use the same currency as the vendor's account set.

Note: If you change the account set on a receipt, make sure that you use the same account set for returns, invoices, and credit or debit notes.

(display only)

This is the fiscal year and period to which the receipt transactions will be posted in the general ledger. You can change the fiscal period by changing the Posting Date.

You can enter a different Receipt Date, and you can enter a different Posting Date for the document.

(Remember that you cannot post transactions to closed fiscal periods.)

(display only)

Shows the total tax amount that was allocated to the selected detail line for the tax authority.

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

(if job-related)

For job-related receipts, you can also specify the Billing Type, Billing Rate, AR Item Number, and AR Item UOM (unit of measure) that will be used for the customer invoice.

You must select the Job Related option in the top part of the Receipt Entry screen for these fields to appear.

AR Item Number

The program displays the A/R item number associated with the category or Item Number/Resource used for the contract in Project and Job Costing. You can select a different A/R item number only for time and materials projects, as follows:

  • On a standard project, the program displays the A/R item number and unit of measure specified for the project resource category as the default. You can accept the item number or select another valid A/R item number.
  • On a basic project, program displays the A/R item number and unit of measure specified for the project category. You can accept the item number or select another valid A/R item number.
  • If you change the A/R item number, the item number must be a valid item number in Accounts Receivable, and the unit of measure must be a valid unit of measure both for the new item number and the vendor’s currency.

Cost plus and fixed price projects do not use an A/R item number. Internal contracts for time and materials projects also do not use an A/R item number.

AR Item UOM

This field appears for Time and Materials projects if you selected the Job Related option for this transaction.

You must enter a unit of measure that is valid for the category or item number/resource that you specified and for the contract customer's currency.

Note: For internal time and materials projects (basic or standard contracts) the A/R item unit of measure will be disabled/blank.

Billing Currency

This field appears only in multicurrency systems for time and materials projects and for fixed price projects using billings and costs or accrual-basis accounting methods.

The billing currency is the customer's currency specified on the contract, and you cannot change it. Note that:

  • Billing currency is blank for Fixed Price projects using completed project or project percentage complete methods, and for Cost Plus projects.
  • Billing currency is NOT displayed for basic or standard internal Time and Materials projects or Fixed Price projects that use billings and costs or accrual-basis accounting methods.

Billing Rate

Purchase Orders displays the billing rate for the specified resource (for standard projects) or category (for basic projects). The billing rate is defaulted as follows:

  • On a standard project:
    • For a category cost class of Subcontractor, Overhead, Miscellaneous Equipment, or Material, the billing rate is defaulted from the category resource.
    • For a category cost class of Labor, the default billing rate is based on the Default Billing Rate From option for the employee resource category.
  • On a basic project:
    • For a category cost class of Subcontractor, Overhead, Miscellaneous Equipment, or Material, the billing rate is defaulted from the category.
    • For a category cost class of Labor, the default billing rate is based on the Default Billing Rate From option for the labor category.

The Billing Rate option does not apply to internal contracts.

You can edit the billing rate if the billing type is Billable. The field will display 0.000000 if the billing type is Non-Billable or No Charge. Note that:

  • Billing rate can be specified for Time and Materials projects and for Fixed Price projects that use Billings and Costs or Accrual-Basis accounting methods.
  • Billing rate is disabled and set to 0.000000 on a basic or standard internal contract for Time and Materials projects or for Fixed Price projects using billings and costs or accrual-basis accounting methods.
  • The billing rate cannot be negative.

Billing Type

This field appears in the detail-entry section only for job-related purchase orders.

The billing type indicates to Project and Job Costing whether to bill the cost to the customer. You can change this field only for time and materials projects or for fixed price projects that use billings and costs or accrual-basis accounting method, as follows:

On a basic project:

  • For a billable project, the category billing type determines whether you can change the billing type for the detail. If the specified category is:
    • Billable, the default billing type for the detail is billable, but you can change it. If the detail is billable you can specify a billing rate for the detail. If you change the billing type for the detail to no charge or non-billable, the program sets the billing rate to zero and you cannot change it.
    • No charge or non-billable, the program sets the same billing type for the detail, and cannot change it. You cannot specify a billing rate for the detail, which the program sets as zero. If the project is no charge or non-billable, the detail uses the same billing type as the project, the billing rate is set to zero, and you cannot change them.

On a standard project:

  • If the project is billable, the resource billing type determines whether you can change billing type for the detail. If the specified resource is:

    • Billable, the program displays Billable as default billing type, but you can change it for the detail. If the detail is billable, you can specify a billing rate for the detail.

      If you change the billing type for the detail to no charge or non-billable, the program sets the billing rate to zero, and you cannot change it.

    • No charge or non-billable, the program sets same billing type for the detail, and you cannot change it. You cannot specify a billing rate for the detail, which the program sets as zero.

      If the project is no charge or non-billable, the detail uses the same billing type as the project, and you cannot change it. The program also sets the billing rate to zero, and you cannot change it.

    • On a basic project: 

For fixed price and cost plus projects, the Billing Type field is blank. A billing type is not required for these types of projects. For internal contracts using time and materials or fixed price billings and costs or accrual-basis, the billing type is set to non-billable.

To enter comments for a detail line, click the Zoom Zoom button button beside the field (or press the Shift and F9 keys at the same time in the field), type the remarks, then click Close.

If you are creating a receipt from a purchase order, any comments you entered for the detail line on the purchase order are included on the receipt, but you can change or delete them.

Select Yes by pressing the Spacebar or by double-clicking in this field if you have received or canceled all the items described in the detail line.

Until you post the receipt, you can change the response back to No, if you wish, but you cannot change to No after posting.

Detail lines are completed on purchase orders when you specify that the entire quantity is received or if you cancel any outstanding quantity. Once a purchase order detail line is completed, you cannot make any further changes to it on the purchase order. You can still edit the detail on the receipt until you post an invoice for the primary vendor.

(if job-related)

If the receipt is job-related, specify for each receipt detail where the items or resources are going to be used. If you use different terms than “Contract,” “Project,” and “Category” in Project and Job Costing, the program displays them instead.

For job-related receipts, you can also specify the Billing Type, Billing Rate, AR Item Number, and AR Item UOM for the customer invoice near the end of the detail line.

Purchase Orders updates the actual and committed quantities and costs for jobs with the amounts on receipts.

Note: You can enter/select the resource using the Item Number field. If the receipt is being created from multiple purchase orders, all POs must be either job-related or non-job-related. Also, you must select the Job-Related check box in the top part of the Receipt Entry screen for these fields to appear.

Category. Select or enter a category that is assigned to the project in Project and Job Costing.

Contract. Select or enter a contract number for each detail. You can enter or select only contracts that are open or on hold. (You cannot process transactions to an account that is on hold, if it has never been opened.)

Cost Class. The program displays the cost class for the category used in each detail. You cannot change this field.

Item Number (Resource). Use the Item Number field to specify the resource for this detail.

For standard projects, you must specify a resource that you have assigned to the project in Project and Job Costing (such as an equipment code or a subcontractor code).

For basic projects, you can select anything you want in this field to identify the cost, but you cannot leave this field blank.

Project. You can only enter or select projects that are:

  • Assigned to the contract that you selected.
  • Open or on hold. If a project that is on hold has never been opened, you cannot select it.
  • Not closed to costs.

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.)

Tip: 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 in 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.

If you use Sage Fixed Assets to manage the fixed assets in your company, you can mark goods that you receive as fixed assets using the Fixed Assets screen. To display the Fixed Assets screen:

  • In the Detail table, double-click the Fixed Assets column in the detail line to display Yes, and then click the Fixed Assets column heading.
  • On the Detail Items/Taxes screen, select the Fixed Assets option, and then click the Zoom Zoom button button.

Fill in the fields on the Fixed Assets screen that appears.

This field displays the item description from the P/O Vendor Contract Costs record (if one exists) or from the Inventory Control or Purchase Orders item record. If necessary, you can change it.

If you enter an item number that does not exist in Inventory Control, you also enter the description for the item. You can enter non-existent item numbers only if you selected the Allow Non-inventory Items option on the P/O Options screen.

Purchase Orders displays the item description that was entered with the detail on the receipt, but you can change it.

Type the number of the item you received, or select it from the Finder.

You can also type an item number that does not exist in your Inventory Control data if you use the Allow Non-inventory Items option (selected in the P/O Options screen).

If you are creating a receipt from a purchase order, the item number entered with the purchase order appears and you cannot change it. However, you can delete the line, if you wish.

To delete a detail line from the detail entry grid on the Receipt tab, select the line, then press the Delete key on your keyboard. In the Detail Items/Taxes screen, display the line, then click the Delete button.

If you see a message asking you to confirm your wish to delete the line, choose Yes.

Manufacturers' item numbers or bar codes. Purchase Orders also lets you enter manufacturers' item numbers in this field if they have been added in Inventory Control. These numbers could include internally-used bar codes, UPC numbers, or ISBNs — letting you use a scanner (or type a short code) for entering inventory item numbers.

If you enter a manufacturer's item number, Purchase Orders will replace it with your inventory item number, and then display the manufacturer's item number you entered in the Manufacturer's Item Number field, near the end of the 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 item details field appears only for documents created with Purchase Orders 5.3A and earlier.

If you have added an additional cost that uses manual proration to the receipt, type the amount to prorate to the detail. You must assign the full amount of the manually prorated charge to item details before you can post the receipt.

You can manually prorate additional costs only to item details with valid inventory item numbers (including non-stock numbers, if used). You cannot manually prorate costs to non-inventory items.

Note that in multicurrency systems, you can manually prorate amounts only on receipts that are in the functional currency.

If you entered a manufacturer's item number in the Item Number field on the requisition or purchase order, the number appears in the Manufacturer's Item Number field.

Manufacturer's item numbers are alternative item numbers— such as bar codes or shortcut codes— that identify your inventory items. You set up manufacturer's item numbers in Inventory Control.

You can enter manufacturer's item numbers wherever you enter item numbers in Purchase Orders.

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

If you are receiving a non-stock item, the non-stock clearing account associated with the item's account set appears. You can specify a different account, if necessary.

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

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

On 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.

Optional fields are fields that have been added by your company to the transaction entry screens and detail lines in purchase orders transactions.

If you use optional fields, an Optional Fields column appears in the table. You can click the column heading to display the optional fields assigned to a selected detail, and edit their contents.

Note: You must use Transaction Analysis and Optional Field Creator to add and use optional fields.

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

Enter the number of a sales order for which you are creating the detail. If you use Sage 300 Order Entry with Purchase Orders, you can also use the Finder to select an Order Entry order number.

You can change or erase an order number that is displayed with a detail you added from a purchase order or posted previously with the screen.

If you change an order number that is displayed with a detail line, the new order number does not replace the previous number on the corresponding receipt and will not be reported on the P/O Shippable Backorders report.

You also enter the unit weight, extended weight, vendor item number, comments, and the G/L expense account specified for non-inventory items.

If you selected a purchase order from the PO Number field, or from the Create Receipt from PO screen, the purchase order number for each detail appears in this column.

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.

(retainage accounting only)

Retainage accounting applies only to job-related transactions, and is available only if you selected retainage accounting in the Accounts Payable program.

If the retainage option is selected for the receipt, the program displays additional retainage fields for each receipt detail line to let you enter a retainage percentage or amount and the retention period for each detail line in the receipt.

The program also displays the Retainage tab to let you specify the exchange rate that you want to use for the retainage amounts on multicurrency invoices.

If you clear the Retainage option, the percentage and retention period fields disappear from the item detail section, and the Retainage tab also disappears.

Default Retainage Percentage and Period

The default retainage percentage and retention period that appears in these fields depends on the retainage settings that were selected for the category in the Project and Job Costing module. You can choose in PJC whether to default the retainage settings from the vendor record in Accounts Payable, or use specific retainage settings entered for the category.

In the Detail table, this field displays the amount of tax that is included in the extended item cost (when the cost includes tax).

On the zoomed Detail Items/taxes screen, this field displays Yes or No to indicate whether tax amounts are included in the item cost for each tax authority. The default choice for this option is provided from the vendor record in Accounts Payable or from the vendor contract cost.

Note: You can select Yes only if the tax authority is set up in Tax Services to allow tax-included costing.

You can also edit total tax amounts on the Taxes tab.

The Tax Reporting Amount appears for each detail if the tax group's tax reporting currency is different from your functional currency and the vendor's currency.

On the Taxes tab, this field is the sum of the tax reporting amounts for the entire document. You can change the amount on the Taxes tab (for example, if you also change the Tax Amount, and then derive the Tax Reporting Exchange rate on the Rates tab).

If you edit this amount, but leave the exchange rate, you can click the Calc. Taxes button to recalculate the tax reporting amount.

You set the tax reporting currency for tax groups in the Tax Services module in Common Services.

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 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.

By default, the program displays the weight unit of measure from the purchase order, 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).

The Optional Fields tab contains optional fields added by your company that apply to the transaction as a whole. (Optional fields on detail lines apply to the individual transaction detail.)

Note: This tab appears only if you use Transaction Analysis and Optional Field Creator.

For more information, see About Optional Fields.

(multicurrency ledgers)
(display only)

In multicurrency ledgers, the vendor's currency code is displayed after you enter the vendor number. All amounts you enter for the receipt will be in the vendor's currency.

The currency is assigned for the vendor in Accounts Payable, and you cannot change it in Purchase Orders.

When Purchase Orders calculates the tax amount in a tax reporting currency, the program uses the Tax Reporting Currency Exchange Rate that appears (or that you enter) on the Rates tab.

However, if you have changed the tax reporting amount that appears on the Taxes tab, you can click the Derive Rate button to see the actual exchange rate between the tax amount and the tax reporting amount.

In other words, the Derive Rate button appears so you can derive the exchange rate for the tax reporting currency if you change the calculated amount on the Taxes tab.

If you are entering a receipt for a multicurrency purchase order, the program displays the exchange rate that was posted on the PO. You can enter a different rate for the receipt.

If you are entering a receipt for a multicurrency purchase order, the program displays the rate date for the exchange rate that was posted on the PO. You can specify different exchange rate information for the receipt.

If you are entering a receipt for a multicurrency purchase order, the program displays the rate type that you used to select the exchange rate for the PO. You can select a different rate type for the receipt.

The program displays the exchange rate currently in effect for the specified currency and the displayed rate type and rate date, but you can change the rate.

You receive a warning if you change an exchange rate by an amount that exceeds the Spread setting for the currency in Common Services' Currency Rates table.

Type the date to use to select the exchange rate for the additional cost. The program displays the rate date that is nearest the receipt date you typed, but you can change to another date for which an exchange rate is entered for the currency in the Currency screens in Common Services.

If you change the rate date, Purchase Orders checks the rate tables for a date match and updates the rate if necessary.

If the rate type you want to use is not displayed, type the code or choose it from the Finder.

The program uses rate types when converting multicurrency amounts on the order to functional currency. Examples of rate types might be "spot rate," "average rate," and "contract rate."

You define rate types using the Currency Rate Types screen in Common Services, and assign the default rate type for Purchase Orders on the Processing tab of the P/O Options screen.

The Retainage panel lets you specify:

  • The exchange rate that you want to use if this is a multicurrency receipt. You can:
    • Use the original document exchange rate (entered for the PO)
    • Use the current exchange rate
  • The retainage terms (defined in the Accounts Payable program). You can override the general terms with a percentage and retention period on each detail line.

Note: This tab will appear only if the receipt is job-related and you use retainage accounting.

This field appears on the Taxes tab for Receipt Entry, Invoice Entry, Return Entry, and Credit/Debit Note Entry if retainage applies to the document.

It shows the amount of tax calculated for this authority for the retainage portion of the document if you report tax for retainage amounts when you create the retainage document (not when you create the original document).

Retainage appears only on job-related documents if you select the Retainage option on the first tab of the transaction entry screen.

Retainage tax amounts are computed using the retainage tax base and the tax rate for each tax authority.

The retainage tax base is the amount (before included taxes) used as the base for calculating taxes on the retained amount.

Essentially, the retainage tax base is the retainage portion of the document (excluding tax) if you report tax for retainage amounts at the time that you create the retainage document (not when you create the original document).

Retainage appears only on job-related documents if you select the Retainage option on the first tab of the transaction entry screen.

Retainage tax amounts are computed using the retainage tax base and the tax rate for each tax authority.

From all details in the document, the total of reverse chargeable tax amounts owed to a tax authority, if the Reverse Charges Base for the tax authority is above the reverse charges threshold amount for the tax authority. If the Reverse Charges Base is not above the reverse charges threshold amount, this field displays 0.

Note: The amount in this field is calculated automatically, but you can change it.

From all details in the document, the total of Tax Base amounts used to calculate reverse chargeable tax amounts owed to a tax authority.

The program displays the total tax amount calculated for each authority in the primary vendor's tax group. You can change this amount, if necessary.

To cancel all your changes to tax amounts at the same time, click the Calculate Taxes button.

These columns list the codes and corresponding descriptions for all the tax authorities in the tax group specified for the document.

You enter tax information in the Tax Services module in Common Services.

The net cost of an item for which tax is included in its price.

For new vendors (not yet added to Accounts Payable), type the tax group that identifies the tax authorities to which the vendor is subject, or select the group from the Finder. You must use a tax group that is defined for your company in Common Services.

When entering a receipt for an existing vendor, you can change the tax group that appears as the default.

You must enter a valid tax group for every receipt vendor.

The program displays the total amount of tax that is included in item costs for the authority.

You can include tax amounts in item costs only if permitted by the authority.

The program displays the total amount of tax that is not included in item costs for the authority.

Tax reporting fields appear on the Taxes tab only if the tax group's tax reporting currency is different from your functional currency and the vendor's currency.

Along with the tax reporting currency, the program displays the amount of included and excluded tax to be reported in that currency on tax tracking reports for all the tax authorities listed on the document.

You set the tax reporting currency for tax groups in the Tax Services module in Common Services.

The Tax Reporting Amount appears only if the tax reporting currency for one or more of the tax group authorities is different from your functional currency and the vendor's currency.

You set the tax reporting currency for taxes in the Tax Services module in Common Services.

On the Taxes tab, this field is the sum of the tax reporting amounts for all tax authorities. You can change the amount on the Taxes tab (for example, if you also change the Tax Amount, and then derive the Tax Reporting Exchange rate on the Rates tab).

If you edit this amount, but leave the exchange rate, the tax reporting amount will be recalculated if you click the Calc. Taxes button.

This field also appears for each detail line on the zoomed Detail Items/Taxes screen.

This field appears on the Taxes tab for Receipt Entry, Invoice Entry, Return Entry, and Credit/Debit Note Entry if retainage applies to the document.

It shows the total amount of tax calculated for the retainage portion of the document if you report tax for retainage amounts when you create the retainage document (not when you create the original document).

Retainage appears on job-related documents only if you select the Retainage option on the first tab of the transaction entry screen.

Retainage tax amounts are computed using the retainage tax base and the tax rate for each tax authority.

This field displays the total tax amount calculated for each authority in the vendor's tax group. You can change this amount, if necessary.

To cancel all your changes to tax amounts at the same time, click the Calculate Taxes button.

These columns list the tax classes that are assigned to the tax authorities to which the vendor is subject, and their corresponding descriptions.

You can change a tax class to another tax class that is assigned to the authority, but not the description.

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

Type an optional comment for the receipt, using up to 250 characters. The program automatically wraps text as you reach the end of a line. If you wish to insert your own line breaks, press the Ctrl and Enter keys where you want a line break to occur.

This is the tax amount that will be applied to the retainage invoice if the tax authority allows you to defer tax on retained amounts.

Retainage amounts are invoiced at a later time, in the Accounts Payable module.

The program displays the total amount of tax that is not included in item costs for the authority.

The program displays the total amount of tax that is included in the primary vendor's item and additional costs for the authority.

You use the Tax Services screens to specify whether a tax authority allows tax-included costs in item prices.

You can enter an optional discount percentage or discount amount for the entire document, or enter discounts for individual detail lines.

If you enter a discount for the entire document, Purchase Orders prorates the discount amount for the document details, overriding any discounts you may have entered manually for the details.

This field appears if the receipt is job-related and includes retainage amounts (in other words, will have amounts held back on the invoice).

The Net Receipt total is the amount of that will be invoiced from this receipt.

Retainage amounts are invoiced at a later time, in the Accounts Payable module.

The program displays the number of additional cost detail lines you entered for the document.

Check this number against source documents to make sure you entered all the details you require.

The program displays the number of item detail lines you entered for the primary vendor on the document.

Check this number against source documents to make sure you entered all the details you require.

The program displays the total amount of additional cost details for the primary vendor on the receipt, excluding taxes (except taxes that are included in the cost amounts).

The program displays the total excluded tax amount of all item and additional cost details for the primary vendor on the receipt. This amount does not include taxes that are included in the cost amounts.

The program displays the total of all item detail costs entered for the primary vendor on the receipt, including tax-included amounts. This subtotal does not include tax amounts that are not included in item costs or the additional costs you added for the primary vendor.

The program displays the total of all item and additional costs and taxes for the primary vendor.

The total of Reverse Charges Amounts for the document.

The program displays the sum of the included and excluded taxes calculated on the receipt for the primary vendor. It does not include tax amounts calculated for secondary vendors.

The program displays the total estimated weight of the receipt, calculated from the weight you enter for each item detail.

Use this amount to check shipping charges for the order.

Overview

Use the Receipt Entry screen to:

  • Enter receipts of goods into Purchase Orders—for inventory or non-inventory items.
  • Edit existing receipts.
  • Enter or change the vendor address information.
  • Enter additional costs for receipts (from primary or secondary vendors).
  • Invoice receipts and additional costs.
  • Identify items as fixed assets for management by Sage Fixed Assets.
  • Specify drop-ship addresses for receipt details.
  • Check and edit tax distributions by detail line and for the primary and secondary vendors.
  • Import and export receipts.
  • Assign serial numbers to serialized items (if you use Serialized Inventory and Lot Tracking).
  • Assign lot numbers to lotted items (if you use Serialized Inventory and Lot Tracking).

Integration with Sage Fixed Assets

If you use Sage Fixed Assets to manage the fixed assets in your company, you can also mark received goods as fixed assets, and select the Sage Fixed Assets template that you want to use for the new asset. Sage 300transfers the asset information to Sage Fixed Assets when you run Create Assets in Sage Fixed Assets Integration.

Use the P/O Fixed Assets screen to enter information for fixed assets. For more information, see P/O Fixed Assets Screen.

Additional Costs Tab

Use the Additional Costs tab to:

  • Add additional costs charged on the shipment by both primary vendors and secondary vendors, such as for handling charges, service charges, and duty. More...

    To display additional costs you have entered for a vendor, use the navigation buttons beside the Additional Cost Vendors field or enter the vendor number in the Vendor Number field.

  • Edit additional-cost amounts on previously posted receipts that are not yet fully invoiced.

  • Assign or edit the terms code and tax group for the additional cost vendor.

  • Check the number of details and the total amount of additional costs entered for the vendor.

  • In multicurrency ledgers, edit exchange rate information for vendors who do not use the functional currency.

  • Specify how to reallocate prorated costs of received items that you return.

  • Open the Vendor Information screen to view information for secondary vendors. More...

    To open the Vendor Information , click the Vendor Number field, and then click the Zoom Zoom button button or press the F9 key.

  • Open the Additional Cost Vendor Taxes screen to check and edit tax information for the vendor. More...

    To open the Additional Cost Vendor Taxes screen, click the Vendor Taxes button.

    For more information, see P/O Receipt Entry Additional Cost Vendor Taxes Screen.

  • Open the Detail Costs/Taxes screen to check and edit tax information for the detail. More...

    To open the Detail Costs/Taxes screen, select an additional cost detail, and then click the Cost/Tax button or press the F9 key .

    For more information, see P/O Receipt Entry Detail Costs/Taxes Screen.

Individual additional costs appear in the details table on the tab. Totals for the selected vendor are displayed at the bottom of the Additional Costs tab.

Non-inventory Items

If you are adding additional costs for non-inventory items, you must choose No Proration. If you choose to prorate by quantity, cost, or weight, the program will display an error message and prevent you from posting the receipt.

For step-by-step instructions on using the Additional Costs tab, see Adding, Editing, or Deleting Additional Costs.

Optional Fields Tab

Note: This tab appears only if you have Transaction Analysis and Optional Field Creator, and receipt optional fields have been assigned to the Requisition Entry screen using the Optional Fields setup screen.

Use the Optional Fields tab to add or change information in the optional fields that apply to the transaction as a whole. You edit optional fields for requisition details, separately, on the detail entry table or using the Item Details screen.

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

For information about defining optional fields for the Receipt Entry screen, see the P/O Optional Fields Screen .

Receipt Tab

Use the Receipt tab to enter:

  • A name for new vendor accounts that are not yet added to Accounts Payable.
  • The vendor's address, phone numbers, and contact name on the Vendor Information screen.
  • The code that identifies the vendor's payment terms for the receipt.
  • An optional template code to specify the default entries in receipt header and vendor information fields.
  • The receipt date.
  • An optional FOB (free-on-board) location.
  • An optional shipping method or carrier.
  • The default shipping and billing location codes for the receipt.
  • An optional description and reference.

Use the detail information section of the Receipt tab to:

  • Add item detail lines to the receipt.
  • Edit or delete existing detail lines.
  • Specify received quantities and discounts. If you use Project and Job costing, use the same unit of measure that is on the estimate. (For more information, see About Converting Units of Measure for Committed and Actual Quantities.)
  • Enter additional receipt information using comments fields and optional fields.
  • Identify items as fixed assets for management by Sage Fixed Assets.
  • Open the Detail Items/Taxes screen where you can view all the fields for a selected detail at once. This screen also lets you change tax information for the detail.

Retainage Tab

Note: This tab appear only if the receipt is job-related and you use retainage accounting.

Use the Retainage tab to specify the retainage rate and retainage terms for the current receipt.

You enter job-related retainage amounts, retention periods, and retainage due dates with each job detail.

Rates Tab

Note: This tab appears only in multicurrency ledgers when you enter a receipt for a primary vendor who does not use the functional currency. For more information, see About Vendors.

Use the Rates tab to:

  • Change the rate type, rate date, and exchange rate for converting the receipt amount from the vendor's currency to your functional (home) currency.
  • Look up the rate information entered with the purchase order (if you are entering a receipt to a purchase order).

Taxes Tab

Use the Taxes tab to specify:

  • The vendor's tax group.
  • Tax classes for each tax authority.
  • Tax-included options and amounts for the vendor's tax authorities

Click the Calculate Taxes button to cancel changes you made to tax amounts and reinsert the taxes originally calculated for the receipt by the program.

Totals Tab

Use Totals tab to:

  • Enter comments for a receipt.
  • Enter a discount percentage or a total discount amount for the receipt.
  • Verify receipt totals for the primary vendor. For more information, see About Vendors.
  • Check tax amounts for the primary vendor.
  • Check manual proration amounts to be sure you have fully allocated all manually prorated charges for the receipt. For more information, see About Manually Prorated Amounts.
  • Check the estimated weight of the goods on the receipt.
  • Check the number of item and additional cost details entered for the vendor on the receipt.
  • Check the receipt subtotal and total additional costs and excluded taxes for the primary vendor.