Invoice Receipt Entry Item Information

How To

In the item section of this program, you must also enter received quantities for each line item. A time-saving feature allows the entire order to be received in one step. (This is not available for serial/lot inventory.) In doing this, the system sets the received quantity equal to the ordered quantity. You can manually change the received quantity, backordered quantity, or cost for any automatic receipt. If items received are serial/lot items, you must enter the serial or lot numbers of the items you are receiving.

$image\pinpurpl_shg.gif$ Tip: When you press Enter or Tab, the additional fields that appear, such as reference number, freight Code, a buyer code, etc., depend on the settings selected in PO Entry Options F/M. This topic details all possible entries. Most of these entries already display default information; you can modify these values.

Field Descriptions

Use the following fields to enter line-items:

The line-item entry portion of the program allows the field of up to 999 line-items to complete the invoice receipt.

Line numbers are assigned automatically beginning with 001 and incrementing by one for each additional line-item up to 999. In the rare case where 999 line-items have been entered on a single invoice, the program refuses further entries.

Select the $image\notevendon_shg.gif$ icon to access Note Entry (SME710) for the vendor specified in the program.

Select the $image\noteitemon_shg.gif$ icon to access Note Entry (SME710) for the item highlighted in line item browser.

Select the $image\edit.gif$ icon to make changes for the highlighted line item.

Select the $image\plus_shg.gif$ icon to add an invoice line.

Select the $image\Delete_shg.gif$ icon to delete the highlighted PO line.

Select the $image\insert_shg.gif$ button to add a line item above the highlighted item in the browser.

Press the $image\save_shg.gif$ icon to save your changes.

Select the $image\stop.gif$ icon to stop entering line items.

Highlight a line item and select the Line Detail button to access the Line Detail for Purchase Order screen, which is used to view and/or modify item descriptions, promise and request dates, item details, item/vendor info, and item cost info. The system displays Job Posting Entry dialog box for change or review.

Select the Header Detail button to access the Header Detail for Purchase Order Screen, which is used to view and modify header information.

Select the Done button to end the program. The undistributed amount of the invoice must equal zero to end the program. If no line-items were entered, the program may not be ended.

Process Descriptions

$image\plus_shg.gif$ - Adds
Line-items may be added as necessary. Any purchase order number and receipt number are accepted. An item search is available. Non-stocked items, vendor/item numbers and interchanges may be entered. NOTE: Entering a non-stocked item number called FRT results in a default description of FREIGHT and entering a non-stocked item number called Factored FRT results in a default description on FACTORED FREIGHT. Similarly, entering a non-stocked item number called TAX defaults to a description of TAX. The GL account number, quantity invoiced and cost are also field. When using A to add line-items, no line-item numbers get tied to a PO receipt regardless if a PO number was added.

$image\Delete_shg.gif$ - Deletes a PO or document. Entire purchase orders or documents can be deleted. A verification of the deletion is displayed before anything is deleted. The user may delete a purchase order (including all its line-items) or delete the entire invoice receipt document. To delete a purchase order, the purchase order number and receipt number must be entered. All line-items for that purchase order are deleted and the undistributed amount is updated.

New PO button- Adds line-items (purchase orders). Line items from purchase orders may be added as necessary. You can enter an entire existing PO or import only the lines you select. After selecting the New PO button, enter the PO number that is to be received. Press F2 or $image\find_shg.gif$ to search. Enter a receipt number for the selected PO. Press Enter to default to the first receipt number available for the selected PO or press F2 or the $image\find_shg.gif$ icon to search. Once you enter the receipt number select an import option. You can select:
A-Import All Lines
S-Select Lines to Import

In the center portion of the screen, the system displays: PO number, receipt number, total for the PO and its received date.

When using N and a purchase order number to add line-item numbers, line-item numbers get tied to the line number on the PO receipt.

When you select New PO button or N, the system displays the following fields:

When you select the $image\plus_shg.gif$ or A, the system displays the PO# and Receipt # fields as well.

1. PO #
For new POs, enter the purchase order number that corresponds to this invoice. Press Enter to default to the displayed value. Press F2 to search for POs for the selected vendor. F3 ends entries.

For received POs, enter the received purchase order number.

Receipt #

For new POs, enter the receipt number (up to five characters) that corresponds to this invoice.

For received POs, enter the receipt number that was entered during Receipt Entry for this purchase order. The number displayed is default value. Press Enter to default to the receipt number entered on the previous line (if applicable).

Import: Indicate whether to import all lines or only the line you specify on the Receipt Item Selection Screen. You can select:
A-Import All Lines
S-Select Lines to Import
If you select S-Select Lines to Import, the system displays the Receipt Item Selection Screen.

2. WH (Warehouse)

If the PO and receipt number entered are the same as the previous line, this field is skipped and the warehouse is set to the same warehouse as the previous line. Enter the warehouse the item on this PO was received at. Press Enter to default to the warehouse assigned to the purchase order.

3. Item

Enter the item number. If the item is not a valid item, the system checks to see if it is an interchange or a vendor-item number; if either of the latter are true the system automatically prints the valid item number and sets its defaults. Entering a valid item number displays the vendor relation, last lead time, vendor-item number, item class, standard package size, and buying weight. The relation is considered primary if this vendor number is stored with the item in the inventory control item file. If not a primary relationship, the relation is considered secondary when there is record of purchase of the item from this vendor. Otherwise, the relation is considered unlisted.

Entering an invalid item number allows the user to enter non-stocks. If the item is a non-stocked item, the program requires the unit of measure and a description for the non-stocked item.

4. Description

This field is initially skipped except for non-stocked items. Enter the item description. Press Enter to default to the displayed value.

5. G/L #

Enter a GL account number. The entry must be a valid GL account number. This is the GL account number that the Invoice Receipt Register expenses the cost of the item against. Press F2 or $image\find_shg.gif$ to search.

6. Units

Enter the quantity of items to be received. The entered amount should be equal to the invoice quantity. Press Enter to default to displayed value.

7. Cost

Enter the cost per displayed costing unit of measure. Displayed if on file is: the manual cost from the item file, the average and last costs from the warehouse/item file, and the manual and last cost from the vendor/item file. Depending on the Default PO Cost flag set in the PO static control record, Press Enter to default to the manual cost of the item from the item file or the last cost of the item from the vendor/item file. This field is only used when the Cost flag in the Purchase Orders Entry Options record is set to Y or B.

8. The system displays: Enter Job Number Y or N.

If you select Y, the system displays the Job Posting Entry screen. Enter the valid job number to post this entry against. Press Enter to default to the last job number entered (if any). Press F2 or $image\find_shg.gif$ to search. For valid job numbers, the system requests customer code, can enter or search. The system then requests a memo for the posting entry. You can indicate whether you want this memo to print on the PO invoice. Note: If the Use Job Cost flag is set to N in the purchase orders static control record or if the item is a special order or the purchase order is a direct ship, the system skips this field. If you enter Y, fields #11-17 must be entered.

9. Job number

Enter the valid job number to post this entry against. Entering a valid job number displays the job name, customer number and name, and billing type. Press Enter to default to the last job number entered (if any). Press F2 or $image\find_shg.gif$ to search.

10. Price Message

If the billing type for the job entered is fixed, contract or time and material, this field is skipped. If the billing type is cost + (plus) or no charge, the program displays the price (bill rate) that will be used to calculate the extension. If the job is no charge, then the markup method can be changed if the allow billing override flag for the cost code is set to Y and neither the bill rate nor extension will be affected. Press Enter (CR) to continue.

11. Cost code

Enter a valid cost code (up to 4 characters). Entering a valid cost code displays the cost code description and the cost type. If the cost code is not set up to use units (unit of measure field is blank in Cost Code F/M), the program displays a message displaying this information. The cost sets the defaults for markup method (for all jobs that are not billed as cost plus) and the billing rate for jobs that are billed as a fixed contract or as time and material. If the billing type is not cost plus, the cost code also determines whether the user is able to override the markup method and or bill rate. Press F2 or $image\find_shg.gif$ to search.

The item entry determines the units, unit of measure and cost rate/extension.

12. Markup

This field is initially skipped and set to the markup assigned to the cost code. This may only be entered for jobs which are time and materials or fixed contracts and the Allow Override Of Billing flag is set to Y in the cost code record. This may also be changed for no charge jobs but the bill rate is not affected.

Enter the markup method to use for this posting entry. You can enter one of the following:

# Enter the markup amount (0-9999999.99). Entering a number tells the system to mark up the cost by a dollar amount. The system marks up the cost rate by the dollar amount and calculates the bill extension.

#+% Enter the percentage (0-9999999.99%) to mark up the cost. To enter a percentage, the user must enter an amount and then the percentage sign. If no percentage sign is present, the system assumes the entered amount is a dollar amount. The system marks up the cost rate by the percentage amount and calculates the bill extension.

M Enter the bill rate manually. Entering M displays the word MANUAL and the program proceeds to the bill rate field.

The fixed markup method is unavailable for selection, but can be used. To utilize the fixed method, select a cost code whose markup method is fixed.

Enter initially defaults to the markup method (amount/percentage) from the cost code record.

13. Bill rate

This field is unavailable if the Allow Billing Override flag in the cost code record is set to N. This field is initially skipped unless the markup method of the cost code is manual. Enter the price per displayed unit of measure. The bill extension is calculated and displayed. Press Enter (CR) to initially default to 0.

14. Memo

Enter the memo to post for this job cost transaction and to print on the job cost invoice (if applicable - see next field). Press Enter (CR) to initially default to blanks.

Print memo on job cost invoice?

This field is initially skipped and set to N. Enter N or Y to indicate whether to print the memo (entered in the previous field) on the job cost invoice. The field may only be set to Y if the billing detail for the cost type (that the cost code is assigned to) is set to A for all transactions in the Job Entry program. Press Enter (CR) to initially default to N.

Enter -continue, F4-backup

Press Enter to continue and accept the line or press F4 backup.

PO Invoice Receiving Menu Options

File Edit View Options Help

Invoice Receipt Entry Item Information

Field Descriptions

Process Descriptions

See Also