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Follow these steps when you receive a receipt/invoice from a supplier for a purchase order you have placed. |
- Double click on "Relationships" from the Navigation panel
- Double click on "Sales" (if it is not already open)
- Click on "Orders"
- Key in the "Transaction Number" and search for the one you are receiving in (if you don't have the transaction number you can search based on the Customer name instead)
- Click on it to select it
- Click on tab "Purchases", it shows the purchase order that was created for that sales order
- Click on it to select it
- Click on "Show Transaction"
- DO NOT CHANGE ANY QUANTITIES AT THIS STAGE
- Then click on "Receive"
- Do not click into the Supplier field - the supplier has already been selected and you do not need to change this.
- Go through purchase receipt checking off products and quantities and cost pricing
- Make sure the "Value Inc Tax" is the same as the invoice value from the Supplier
- Click on "Complete" button
- Key in the suppliers "Invoice Number"
- Adjust suppliers invoice "Date" if required
- Click on "OK"
- The receipt is completed
- From the Purchase Order click on Tab "Purchase Receipts"
- Click "Show Sales Shipment" Note: Check all Pricing, Tax and Dates.
- Click "Complete" Note shipment number.
- From the Purchase Order click on Tab "Purchase Receipts"
- Click "Show Sales Shipment"
- Click "Show Invoice" note Invoice number
- Click "Show in Report" and select "Tax Invoice/Adjustment Note"
- Print and Email Tax Invoice to Customer.
Partially receiving the Purchase Order
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Overview
Getting Started
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Reference
Buttons
Refer to Common Buttons.
| Image | Field | Description |
|---|---|---|
 | Invoice | Creates an invoice from this receipt |
 | Correct | Correct data on this receipt and post to general ledger |
Fields
| Field | Description |
|---|---|
| Type | This is the transaction type for this purchase receipt |
| Number | The unique transaction number for this Purchase Receipt |
| Status | The transaction's current status |
| Date | The date and time of creation of Purchase Receipt |
| Supplier | This is the supplier for this purchase receipt |
| Site | The site that this purchase receipt is for where stock will be affected |
| Tax Value | The tax value received for the purchase receipt |
| Value Inc Tax | This is the value inc tax for the purchase receipt |
| Purchase Order | This is the original Readysell purchase order number for this purchase receipt |
| Workflow Status | The workflow status of the purchase receipt. General not changed or selected but can be used if required. |
| Picker | The person who is going to check the stock and put the stock away. You do not have to fill this in, use it only if you require it to be used. |
Lines Tab
| Field | Description |
|---|---|
| Product | The product Id/code |
| Product Name | The name/description of the product on that line |
| Qty | The quantity of stock received for this line based on the Unit |
| Qty Expected | The quantity outstanding that pulls from the purchase order based on whether any of the stock has already been received or not |
| Unit | The unit you purchase and receive it in as |
| Unit Quantity on Hand | The quantity on hand figure |
| Location | This defaults to the current product location. You can update the location and receive the stock to a new location |
| Price Ex | This is the unit price ex gst for the line of the product |
| Price Inc | This is the unit price inc gst for the line of the product |
| Value Ex | The total value ex gst for the line of the product |
| Tax | The tax applied to the product. This value is automatically calculated based on the tax codes of the product and supplier cards |
| Value Inc | The total value inc tax ordered for this line of product |
| Notes | This is a check box that will on flag if there is a line note attached to this product line on the line notes tab at the bottom of the screen |
Line Details
| Field | Description |
|---|---|
| Unit Qty Scanned | This field shows the unit quantity scanned during scan checking for this line. Stays at zero if scan checking was not enabled |
| Unit QOH | What the unit quantity on hand is for the product line selected above |
| Qty On Hand | What the quantity on hand is for the product line selected above |
| Tax Code | Shows the tax code for the product line selected above |
| Supply Type | The supply type for the product line selected above |
| Reason For Credit | If this line of product is credited, the reason for the credit of this line of product |
Line Notes tab
| Field | Description |
|---|---|
| blank text field | Provided you have selected a line of product on the purchase receipt to attach a note to, you can key in any related note, colour the font, highlight the font, make is larger/smaller, etc. This will then print on the order or receipt. |
Internal Notes tab
| Field | Description |
|---|---|
| blank text field | Provided you have selected a line of product on the Purchase receipt to attach a note to, you can key in any related note, colour the font, highlight the font, make is larger/smaller, etc. This will only print on the order or receipt NOT for the supplier . |
Serial Numbers
| Field | Description |
|---|---|
| Number | The serial number/s to be recorded for this line of product |
Dissections
Field | Description |
|---|---|
| Account Site | The account site for this dissection |
| Debit Value | The debit value of the dissection |
| Credit Value | The field shows the credit value for this dissection |
| Narrative | The narrative for the dissection |
| Description | This field contains a description of the dissection |
Movements
| Field | Description |
|---|---|
| Location | The location for this stock movement |
| Quantity | The quantity of products being moved on this receipt |
| Original Each Cost Ex Tax | The original cost of each item |
| Each Cost Ex Tax | The each cost ex tax of each item |
| Value Ex Tax | The total value ex tax of the product |
General Tab
| Field | Description |
|---|---|
| Period | The period the purchase receipt is created in, this is pre populated. |
| Purchase Invoice | The purchase invoice number for this purchase receipt if the receipt is completed (stock and dollar value of invoice) |
| Sale Shipment | The sale shipment/s the purchase receipt is for |
| Value Ex Tax | The Value ex tax of the receipt |
Supplier Credits For
| Field | Description |
|---|---|
| Transaction Number | The transaction number of the supplier credit request that relates back to the receipt |
| Customer | The customer (if any) related back to the supplier credit request |
| Manufacturer | The manufacturer for this supplier credit request |
| Charge To | The charge to of this supplier credit request |
| Value Inc Tax Ordered | The total value inc tax ordered for the supplier credit request |
| Value Inc Tax Back Ordered | The total value inc tax back ordered for the supplier credit request |
| Percent Allocated | The percentage allocated for the supplier credit request |