INV: Received

Overview

The items entered on this screen are added or subtracted from the Quantity on Hand and Total Cost On Hand fields in the Item Master File. Typically, you will be adding, but in those situations where you are sending items back to a Vendor, you may need to enter the quantity as a negative.

Enter each item received in the Inventory Received Details grid, including the Item Number and Quantity. The Price defaults from the Item Master File, but may be modified. Item Information displays for any item selected. You may link items received into inventory to a PO Number if one was issued for the items. If items are linked to a PO Number, the Purchase Order updates with the Received information in the Purchase Order screen.

The Received screen can be accessed from the Inventory Menu.

Key Functionality

Toolbar

Click the Advanced filter button to create or edit a filter for finding and/or sorting specific records. You can also select a Saved filter. Click the Apply Filter/Sort button to apply any filter or sort criteria you created. Click the Remove Filter/Sort button to remove a filter or sort, if one is currently applied. For more information see Advanced Filtering.

Enter a reference number to locate the Received record, or use the Lookup to locate the record.

The system assigns the next available reference number. This number cannot be changed.

The date field defaults to today's date.

Enter the actual date the item(s) was received into inventory. If you are viewing an existing record, the Date displays the date the items were entered into inventory.

Select the Warehouse receiving the items. The list contains only the valid warehouses set up in the Warehouse Locations add/edit list.

Double-click to open the Warehouse add/edit list.

Use the Notes field to enter any notes pertaining to this record.

Click the Get Purchase Order button to display the Lookup Received PO screen. Select a Purchase order to import into the Inventory Received Details grid. By using an existing PO you will not have to manually key in all of the items received from a purchase order.

Item Number

Type or select the Item Number of the item being received in this field, or use the Lookup to locate the Item Number. After selecting the appropriate inventory item, the description of the item displays and the cursor moves to the Quantity field.

Note:  You may access the Item Master File from here by double-clicking in the Item Number field. The system displays the Item Master File record of the item you double-clicked on. Changes may be made if necessary. When you are ready to return to the Inventory Received screen, click the Close button in the upper left-hand corner of the Item Master File screen.

Item Description

The description of the Item Number displays on the screen based upon the description entered in the Item Master file. This may not be modified from this field.

Quantity

Enter the quantity of this item being received into inventory. Normally, whole numbers should be entered, but decimals may be used.

Example:  If the unit of measure for an item is normally a case and you only receive a half of a case, the Quantity may be entered as .5 to signify that only half of a case was received.

Note:  The Quantity received should normally be entered as a positive number. However, if you are returning an item back to a Vendor, the Quantity needs to be a negative number.

Price

The Received Price defaults from the Item Master File for this item. The price displayed is based upon the Job Cost Method entered on the Item Master File for this item. Normally the Standard Cost is used to calculate the cost, unless the Average Cost has been selected.

The Price field is skipped during normal entry. If the price needs to be changed, click in the Price field for the item. If the price is modified, the Extension amount recalculates and displays the adjusted amount.

If the Get Purchase Order button was used to import a Purchase Order, the Price field defaults from the Purchase Order.

Measure

The Unit of Measure for this item defaults from the Item Master File and may not be modified.

If the Get Purchase Order button is used to import a Purchase Order, and the Unit of Measure on the Purchase Order is different than the Unit of Measure of the Item in the Item Master, the system calculates the Quantity Received based on the Measure of the Item Master.

Extension

The extension value is computed based upon the following calculation:

Quantity x Price = Extension

The Extension value may not be modified directly. If the Quantity or Price fields are modified the Extension value recalculates automatically.

PO Number

Use the PO Number field to enter the Purchase Order number of the items being received. Use the Lookup to locate the Received PO Number.

The PO Number displays on the Inventory Received (Detaile) Report.

Ordered Quantity

The system displays the Ordered Quantity from the Purchase Order. Notice the ordered quantity is different if the Unit of Measure ordered is different than the Unit of Measure of the Item Master File.

Ordered Measure

The system displays the Ordered Measure from the Purchase Order. Notice the Ordered Measure is different if the Measure ordered is different than the Unit of Measure of the Item Master File.

BO button

Click the Backorder button to open the Create Backorder screen.