Receipts are used to put items into inventory. Receipts can be entered manually in the Inventory center, or created automatically through purchase orders.
There are two menu selections used for manually entering receipts: Single receipt… and Multiple receipts.... The Single receipt selection is best to use when entering a single receipt for an item you picked up at the grocery store. Use the Multiple receipts selection for entering many receipts at once, like for the receipt of a store-to-store transfer or after a trip to the wholesale club.
It is best to enter all receipts before completing a physical count. This will avoid automatic creation of shrinkage adjustments to account for the inventory shortage when the count is completed and the inventory overage on the next count.
Select the inventory item you want to receive by clicking that item in the list. Click Single receipt in the menu to display the receipt window.
Name – The name of the inventory item will be displayed for verification.
Purchased – Enter the quantity of the purchase and select the measurement unit.
Total Cost – Enter the total amount paid for this receipt. If entering a receipt for two of the same item, this is the extended price (quantity * unit price) paid.
Date – Select the date of the receipt. This date selection is available to allow the receipt to be dated on any desired day. Even though the receipt can be back dated, it is best to enter receipts on the date they occurred.
Click the Save button to record the receipt.
Use the Multiple receipts window to record several receipts at once. The best use for this window is to record the receipt of goods transferred from another store. Although this window can be used to record the purchase of several items from a warehouse club, it’s better to use a purchase order for this purpose.
Category – Selecting an inventory category will filter the list of items displayed to only include one category.
Find inventory item – Begin typing the first few letters of an item’s description. The selection arrow on the left of the Description column will move to the inventory item matching the entered search term.
Sort – Select the sort field from the drop-down list. The Multiple receipts window will change to be sorted by this field.
Date – Enter the date to be used for the receipt. Even though the receipt can be back dated, it is best to enter receipts on the day they occurred.
Show inactive – Inventory items that are no longer used or that are used periodically can be marked Inactive. Checking this box will show all inventory items in your list, including the inactive items.
Quantity - Enter the quantity of the receipt. The quantity can be entered in case, pack or unit measurements. Multiple units of measure can be entered at once using the “+” shortcut. Separate the case, pack and unit quantities by a plus sign to use this shortcut as in these examples:
•1+2+3 – Receives one case, two packs and three units
•+2+3 – Receives two packs and three units
•1 – Receives one case
•++3 – Receives three units
•+2 – Receives two packs
Total Cost – Enter the total amount paid for this receipt. If entering a receipt for two of the same item, this is the extended price (quantity * unit price) paid. If receiving a transfer from another location using Point of Success Inventory, the total value (extended amount) of each item transferred will be listed on the transfer report.
Click Receive to save the receipts entered in this window. Click New to add an inventory item to your list. Click Edit to edit the selected inventory item.
Receipt Batches – The Multiple receipts window invisibly creates a batch as you enter receipts. This allows you to leave the entry window before you have entered all your manual receipts. Clicking Close will close the window without saving the receipt entries you have created. To reload this batch and continue later, click the Load Batch button. Clicking Delete Batch will remove a stored batch. Clicking the Receive button not only saves the receipts on the screen but clears the batch.
Note: If you plan to continue entering a batch of receipts, do not enter receipts before loading a saved batch. Doing so will remove any receipts entered before the previous batch is loaded.