V9 - Adding and editing an item receipt

SOS Inventory provides three different ways to add an item receipt. Regardless of the method you choose, SOS enables you to import into an item receipt the items from one or more purchase orders, as long as they share the same vendor.

Steps for creating an item receipt 

1. Select your method for creating an item receipt.
   1. Generate the item receipt from its associated purchase order.
      1. Go to the Purchase orders list (Operations > Purchasing > Purchase orders). 
      2. Locate the purchase order record in the list. Under its Actions menu dropdown list, select Receive.
      3. SOS Inventory will automatically import all relevant information from that purchase order into the item receipt.
   2. The Quick add (add_circle) menu.
      1. On the Task bar, go to Quick add > Purchasing > Item receipt.
      2. Select the vendor from the Vendor dropdown.
      3. If a purchase order is linked to this item receipt, choose the PO from the Add purchase order dropdown, then select the Add button. SOS Inventory will import all relevant information from that purchase order into the item receipt.
   3. The Item receipts list.
      1. Go to the Item receipts list (Operations > Purchasing > Item receipts), then select +Add.
      2. Select the vendor from the Vendor dropdown.
      3. If a purchase order is linked to this item receipt, choose the PO from the Add purchase order dropdown. SOS Inventory will import all relevant information from that purchase order into the item receipt.
          
2. If adding an item receipt directly that is not linked to a purchase order, add the items and other information required to match the vendor's invoice. Refer to Item receipt field descriptions for explanations of the data fields.
    
3. Adjust the item quantities on the item receipt as needed to reflect what was actually received on the vendor invoice.
   1. Delete from the item receipt any line items for which you did not receive any quantities. Do not enter a quantity of zero.
   2. Refer to Partial receiving and overshipments for additional information.
       
4. If any items are bin-, serial-, and/or lot-tracked, make their appropriate bin/serial/lot assignments.
   1. For bins, see Using bin-tracked items on transactions.
   2. For serial items, see Adding serial stock into inventory.
   3. For lot items, see Adding lot items into inventory.
      1. If you receive more than one lot of the same lot-tracked item, also refer to Handling a transaction that includes different lots of the same lot-tracked item.
          
5. Update any other fields, if needed. Refer to Item receipt field descriptions for explanations of the data fields.
    
6. If the items received involve multiple purchase orders from that same vendor, you can repeat using the Add purchase order field dropdown as many times as needed to bring the items from the other POs into the item receipt. For each line item on the item receipt, SOS will import into the Applied to field the associated purchase order's transaction number and corresponding line number, as shown in the example below. The item receipt's first line item, Hammer (ea), has been applied to line #1 of PO-720. The second item, Adirondack chair - Gloss finish, has been applied to line #1 of PO-721.
   
   
    
7. Save the item receipt when finished. Our sample item receipt has inherited the transaction reference number of its associated purchase order, PO-720. 
   1. If this transaction is a follow-on from a previous item receipt, SOS will require you to provide a different item receipt transaction number. To keep the second item receipt associated with the same purchase order, just add a suffix to the transaction number, such as -2. For example, you could use the number PO-720-2 as a transaction reference number, if it were for a second item receipt for the same purchase order.
   2. You can use the vendor's invoice reference ID as the item receipt transaction number, if desired. 
       
8. Upon saving the item receipt, SOS Inventory does the following:
   1. Adds the item receipt to the Item receipts list.
   2. Updates the Received column for each line item in the associated purchase order. The screenshot below shows that PO-720 has been updated to show that the quantity of 5 ordered for Hammer (ea) has been received.
      
      
       
   3. In the Received column of the Purchase orders list, the system indicates whether some or all of the PO items have been received. The column also includes the transaction reference numbers of associated item receipts as clickable links. In the screenshot below, the Purchase orders list shows that all items on PO-720 and PO-721 were received on the same item receipt—PO-720—from the vendor, Peter's Pans.
      
      

An additional section of an item receipt, Other costs, is available to Pro plan subscribers and allows you to enter your landed costs. If you are interested in using this section, refer to Landed costs for an introductory oveview. Explanations for the fields in the Other costs section are included in the Item receipt field descriptions.

Generating a bill using an item receipt

When you enter an item receipt, you have the option to decide how you want that item to appear in QuickBooks Online. Options in the Accounting transaction type field dropdown of the item receipt are None, Bill, Cash, Check, or Credit card. Bill is the default option, and if selected, SOS Inventory posts a bill on QuickBooks Online.

When Bill is selected, a new set of fields appear on the item receipt: Terms, Accounting bill due date calculation, and Vendor invoice date and/or Bill due date, as shown below.

The Terms and the option you select as the Accounting bill due date calculation determine the Bill due date, which is automatically calculated by the system. Use the slider to select whether you want the Bill due date to be calculated Based on item receipt date or Based on entered invoice date (i.e., the vendor's invoice date). If you choose Based on item receipt date, the Vendor invoice date field will be hidden.

If you choose Based on entered invoice date but do not select a Vendor invoice date, the transaction will revert to the Based on item receipt date option.

Editing an existing item receipt

An existing item receipt can be opened for viewing or editing by selecting its transaction reference number link in the Ref # column. Be sure to save any changes you make.