V8 - Item receipt field descriptions

Item receipt transactions have several possible sections of fields. The first one contains standard fields that are common to all SOS Inventory subscription plans. Another section, Other costs, is available only on the Pro plan. If you have defined any custom fields for item receipts, they will appear after other item receipt fields and above the Comment field, in alphabetical order. The fields will be of the input format and value that you define.

Standard item receipt fields (all plans)

Add lines. Click this link to add additional lines to an item receipt. On the Company Settings page, you can specify the number of lines added by default.

Add PO. Item receipts can be used to receive goods from multiple purchase orders associated with the same vendor. If other open purchase orders for the same vendor exist, they will be listed in the Add PO field dropdown. Select the desired purchase order, then click the Add button to import unreceived items from that purchase order into the item receipt. The ability to import received items from multiple purchase orders can be used only when creating the item receipt. Once it has been saved, a different item receipt must be created to receive the additional goods.

Amount. The extended total for a line item. 
 

Applied to. The purchase order and line with which a received item is associated.
 

Auto serial/Lot numbers. Check this box to generate serial/lot numbers automatically when receiving serial/lot items set according to your settings.
 

Class. QuickBooks Online class for this line item. This field is enabled only if class tracking is enabled in QuickBooks Online. 
 

Clear lines. Clears all data in the line item block. 

Comment. An internal comment regarding this item receipt. The comment is not displayed on the item receipt when printed or emailed.

Currency. Currency for this transaction. This field is visible only if the Multicurrency feature is enabled in the Company settings.
 

Customer.  If Enter customer on line items is enabled in the Purchasing settings (Settings > Purchasing settings), you can use this field to specify a customer for each line item of the item receipt. This field is ignored on drop-ship purchase orders.

Date/Time. Transaction date and timestamp.

Department. Department for this transaction.
 

Deposit. The deposit paid to a vendor as a fixed expense or percentage of the item receipt. Does not sync to QuickBooks Online.

Description. This multifunctional block can contain any of the following:

• Purchase description. If no purchase description exists in the item definition, the sales description will be used by default.
• Lot. Used to enter a lot number for a lot-tracked item. This number can be auto-generated according to your Purchasing settings.
• Expiration. A date field that specifies the lot expiration date for a lot-tracked item.
• S/N. Used for entering serial numbers for serial-tracked items. The number of blanks match the quantity entered for that line item. Serial numbers can be manually entered, scanned, or auto-generated (based on your Purchasing settings). If many serial numbers must be entered, the Upload button can be used to submit a CSV file listing all the serial numbers needed for that one line item.

Exchange rate. The exchange rate for this transaction. The system automatically provides the most recent exchange rate for the chosen currency, but it can be overridden manually. This field appears only if the Multicurrency feature is enabled in the Company settings (Company menu > Company settings).
 

Item. The item to be received. Enter/select the name of an existing item from the dropdown list. New items can also be added.
 

Job. Job to which this line item belongs. This box is available only if Job tracking is enabled in Inventory settings (Settings > Inventory settings).
 

Location. The location where the items are being received.
 

Multitool. The Multitool icon is located in the far-left column of a line item. The Insert tool, the blue triangle in the top left corner, inserts a blank line above the icon. The Copy tool, the encircled down arrow in the bottom right corner, copies a line and pastes the duplicate on the line immediately below the icon. The Move tool, a box containing three lines, moves and reorders line items. When your cursor moves inside the box, a four-pronged white arrow appears. Click, hold, and drag the arrow to move and reorder the line.

Overhead. Optional field that allows you to enter a fixed percentage of your ongoing operating costs (e.g., rent, utilities, etc.) to each item. This is sometimes useful in GAAP compliance.

Part #. Vendor part number for the item. This is useful when your vendor has a unique part number for the item that differs from your company's internal part number. 

Payment. Method used to pay for the items. You can set the default payment in the Purchasing settings (Settings > Purchasing settings).

Quantity. The number of item units being received.

Receipt #. The reference number that identifies the item receipt. The system will number the item receipt automatically if autonumbering is enabled in Purchasing settings (Settings > Purchasing settings). However, if the Child forms inherit transaction number setting (Company menu > Company settings)is enabled, an item receipt generated from its parent purchase order will inherit the PO's reference number.

Remove. Click the trash can icon to remove a line from the item receipt.

Terms. Payment terms.

Unit price. Price of each item. 
 

UOM. If units of measure have been enabled in the Inventory settings (Settings > Inventory settings), a list of possible measures that have been defined and assigned to a particular item will appear. If imported into the item receipt from a purchase order, the UOM will be selected by default.
 

Update default costs. If on the Plus or Pro plan, the Vendor-Item Catalog is updated if the vendor-item pair exists. If not in the Vendor-Item Catalog and the item has defined units of measure and the UOM is a conversion UOM, the conversion UOM is updated. If neither condition exists, the purchase cost in the item definition is updated as the new default cost.

Vendor. Vendor from whom you are receiving the items on the item receipt. In addition to the vendor name, SOS Inventory will populate the Vendor address, Notes, and Default terms fields as indicated in the vendor definition. 
 

Vendor notes. The internal notes from the vendor definition.
 

Vol. The volume of the item as specified in its definition. 
 

Wgt. The weight of the item as specified in its definition. 

Other costs item receipt fields (Pro plan only)

Other costs are synonymous with landed costs.

Amount. In the Other costs section, refers to the additional cost of an item, such as freight. If the vendor in the Other Costs section has a currency different from that of the vendor at the top of the item receipt, enter the Other Costs in the currency you pay that vendor. The system will use that day’s exchange rate for those entries.

Bill. When checked, indicates that a separate bill should go to the vendor listed for a line item in the Other costs section.

Class. QuickBooks Online class for this line item. This field is enabled only if class tracking is enabled in QuickBooks Online. 

Clear lines. Removes all line items listed in the Other costs section.
 

Vendor. In the Other costs section, this field designates the vendor to be paid. Always enter the vendor, even if it is the same as the one from whom you are receiving goods.