XpertMart User's Guide: Vendors

Receipts

Chapter Topics
Configuration Options
Linking a Receipt to a Purchase Order
Items, Costs & Discounts
Vendor's Invoice Number
Vendor's Invoice Date
Payment Terms
Days Credit

Configuration Options
You have a choice in deciding how strict your level of control will be when receiving merchandise. The choice is made through the configuration settings found in the Receipts tab of the Station Configure menu. Refer to the Configuring the Remote Station topic to learn more about these configuration settings before reading this chapter.

At one extreme, you can choose to only allow Receipts to be made if there is a corresponding Purchase Order to receive the merchandise against. Only the items and quantities on the Purchase Order will be allowed on the Receipt. This way the Purchase Order acts like a gatekeeper and keeps unwanted items from reaching your warehouse/stores. This level of control is necessary if you have unscrupulous vendors who will try to unload merchandise on you that you have not ordered. (You would be surprised to find out how many vendors actually do this! You can bet that most vendors know which retailers have no control over their receiving-- when they cannot fulfill an order, which retailer are they going to send the wrong merchandise to? The one that closely tracks Receipts against Purchase Orders or the one that doesn't use Purchase Orders?)

To ensure this strict level of control, make sure you do not select the "Allow Receipts without Purchase Orders" option. Your configuration settings would look like this:

A second, intermediate option is to use Purchase Orders but use them mainly for informative purposes. The information on the Purchase Order will be helpful in filling out the Receipt but will not restrict you when you differ. This level of control is ideal if you have managers in the warehouse/stores that you can trust to use their own discretion when receiving items you have not ordered from a vendor.

To setup this intermediate level of control, once again you would not select the "Allow Receipts without Purchase Order" option, but you would allow the Receipt to contains quantities, items and costs that are different from those on the Purchase Order. Your configuration settings would look like this:

At the other extreme, you could allow receipts to be made without a prior Purchase Order, effectively setting up a receiving system with little control. If you do this, you are placing a lot of trust in your vendors and that the invoices they send you match what you are expecting to receive.

To allow for this level of freedom, all you have to do is select the "Allow Receipts without Purchase Order" option:

If you select this configuration, you will have no restrictions when making a Receipt. In that case, the procedure for creating a Receipt is virtually identical to that for creating a Purchase Order.

The rest of this chapter will address creating a Receipt that is linked to a Purchase Order, i.e. assumes you have chosen one of the first two levels of control previously discussed.

Linking a Receipt to a Purchase Order
Assuming you have chosen configuration settings that require a Purchase Order before making a Receipt, the way to link a Receipt to a specific Purchase Order is to enter the Purchase Order number in the "Pur.Ord." field in the header. If you cannot remember the Purchase Order number, go to the Documents>Purchase Orders Catalog to find the one you are looking for.

Once you enter the Purchase Order number, XpertMart™ will automatically fill in the rest of the Receipt, except for the Vendor Invoice and Invoice Date fields. Depending on the configuration settings, you are then free to edit the values that XpertMart™ has filled-in.

If you select a Purchase Order number that does not exist, you will see this error message:

Also note that depending on the configuration, XpertMart™ will check to make sure the date of the Receipt (June 9, 2002 in the example above) falls between the Delivery Date and the Cancel Date.

Items, Costs & Discounts
When you have linked the Receipt to a Purchase Order, the items you ordered will appear in the Items Area. The Order (Ord.) column shows the number of pieces you ordered for each item. This number cannot be edited since it comes directly from the Purchase Order. The Quantity (Qty.) column displays the number of pieces you are receiving. As a default, XpertMart™ will automatically set this number to the number of pieces outstanding, i.e. those that were ordered but have not been received yet. If your configuration allows, you can edit these quantities if you are receiving greater or fewer pieces.

In the example below, the user orderd 2 pieces of Item #95 (the Black Rosy Size 5.0 moccassin) but is only receiving one:

If your configuration allows you to receive fewer quantities than were on the original Purchase Order, you can receive against a P.O. more than once. In that case, the quantities you have already received on prior Receipts will appear in the Received (Recvd) column. In the example below, the user has already received one pair of Black Rosy Size 5.0 moccassins and is now, the second time around, receiving another pair:

If your configuration allows, you can also enter new items into the Items Area of the Receipt.

The Cost comes directly from the Purchase Order and can only be edited if your configuration allows. Likewise, your configuration must allow changes to the cost for you to be able to edit the Discount column, or for you to enter a Global Discount. The Net Cost for each item is recorded in the Cost Audit Log and averaged with the costs of prior receipts to yield the Inventory Cost. The Inventory Cost is the average cost of an item that is used by XpertMart™ whenever it calculates the margin of an item in a given sales period. To learn more, refer to the Costs topic.

If there is a Global Discount ($35.64), this discount is spread across the items in the Receipt and taken into account when recording the cost into the Cost Audit Log. (Though this is not shown on screen at the time).

Vendor's Invoice
If you set your configuration to require a Vendor's Invoice Number, you cannot proceed without entering a number into this field. Note that XpertMart™ cannot check to make sure the invoice number you enter is correct (since there is no way you could have this number when making a Purchase Order). However, it can make sure the field is not left blank.

Vendor's Invoice Date
Enter the date on the vendor's invoice into this field. Most likely, this date will be different than the date of the Receipt and the date of the Purchase Order. Use the button to the right of the field to launch the XpertDate™ tool.

Payment Terms
This drop-down menu displays the contents of the Vendor Terms Catalog. Use it to select the payment terms that the vendor is offering. Usually the payment terms are either Cash on Delivery, Prepaid, Consignment or Credit.

Days Credit
The Days of Credit field is used when you select Credit as the Payment Type. Enter the days of credit a vendor is offering inthis field. Add the number of days in this field to the Vendor's Invoice Date to determine when this account is payable.

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