Create a Simple Receipt

When a new Simple Receipt is created, the system will look for existing reconciled Simple Receipt transactions for the selected vendor and current location, with a Receipt Date in the last twelve post periods. If historical transactions exist, the product grid will display a row for each of the products purchased in those transactions.

If no historical Simple Receipt transactions exist for the selected vendor, the screen will not load any product rows. The user will manually add the products to the transaction using the "Add Product" feature.

1. From the Purchasing menu, click Create Simple Receipt.

1. Select a Vendor using the drop-down.  (Vendors with "Allow SR" enabled for the location will be displayed.)
2. Enter the Vendor Invoice # and Total Invoice Value.  {Note}: Duplicate invoice numbers may or may not be allowed based on the Vendor's Pricing Rules defined in Enterprise Manager.
3. Edit the Actual Delivery Date, if necessary.
4. Click Continue.

2. If historical transactions exist, the product grid will display product rows as indicated in the description above. If no product rows are displayed, click the Plus (Add Product) icon to add products to the screen.  
3. If necessary, click the Gear (Order Actions) icon to toggle the Primary Sort (Category {default}, Subcategory, Microcategory, or None) or click the Funnel (Filters) icon to access the filters and apply them as needed. Click HERE for details.
4. On the Reconcile tab:

1. You can click a Product Number to open a pop-up displaying the Company Product Details for that product, so you can compare received items with product specifications.
2. You can click a Product Name hyperlink to open the Stock Card for the selected product.
3. Verify the following fields against the vendor’s invoice and products received, and edit if necessary:
   (Changes are saved and values are recalculated automatically.)

• Quantity – This is the quantity (in vendor units) that will be added to the location's inventory.
• Unit – This is the vendor's unit for the product.
• Conversion – This represents the number of inventory units in 1 vendor unit.
• Invoice Price – This is the price paid for each (1) Quantity.  {Note}: This field will be highlighted in red if reconciling at this price will change the Issue Cost by more than the percentage specified by the "Highlight Price when Invoice Price varies ____% from Issue Price" purchasing preference.

4. If applicable, select a Tax Code from the drop-down to apply tax to this specific product.  {Note}: This field can only be edited by authorized users.
5. If applicable, enter the product Temperature.  {Note}: Column is hidden by default; user must toggle to display it. Based on product setup in Enterprise Manager, may be required and will be highlighted red if it exceeds the specified tolerance.
6. If necessary, enter the Product Brand.  {Note}: Column is hidden by default; user must toggle to display it.
7. If necessary, enter the Manufacturer #.  {Note}: Column is hidden by default; user must toggle to display it.

5. If any order details need to be changed and/or Vendor Feedback or order surcharges need to be applied, click the -><- (Show/Hide Order Info) icon to display the transaction header and footer if they aren't already showing. If no changes are needed, skip to step 8.
6. In the transaction header:

1. Verify the Vendor Invoice Number and edit if necessary.
2. Verify the Reference Number and edit if necessary.
3. Verify the Invoice Date and edit if necessary.
4. Verify the Actual Delivery Date and edit if necessary.
5. If the Check Number field is visible, enter the number of the check that was written to pay for the order.    {Note}: This field only appears if the Vendor is defined as a COD vendor in Enterprise Manager. Authorized users will be able to clear the corresponding check box to override this requirement.
6. If necessary, click the Vendor Feedback link; in the pop-up, check to apply one or more feedback options, then click Save.    {Note}: This link will be available only if feedback options have been defined and may be required based on preference settings in Enterprise Manager.

7. In the transaction footer:  {Note}: The footer includes a table that displays subtotals by GL Account, based on the Physical Quantity received.

1. To add charges for Tax, Freight/Shipping or other Misc. charges, select the appropriate General Ledger account from the drop-down, then enter the value.
2. If necessary, edit the Invoice Total.
3. Verify the Over/Short amount. In order to reconcile, it must be at 0.00.   

8. If one or more products need to be assigned to a different storage location, split between multiple storages, or require a Qualitative Judgment or Lot Numbers, click the Allocate tab. If not, skip this step.
9. Authorized users can click Attach Files to upload a file and link it to this transaction. If one or more files are already attached to the order, they can be viewed by clicking the View Attachments link. (See"Attach Files to an Order" for detailed steps.)
10. Authorized users can click the Labels button to print labels for products on the order.
11. When ready, click Save to save changes without reconciling or click Reconcile to save the changes and reconcile the order.  {Note}: Once saved, a receipt can only be edited or canceled by an authorized user.
12. The system will prompt with a confirmation message. Click OK to exit.

 

 

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