V9 - Item receipt field descriptions

In addition to the standard fields that are common to all SOS Inventory subscription plans, the Other costs table 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, in alphabetical order. The fields will be of the input format and value that you define.

Standard item receipt fields (all plans)

Accounting bill due date calculation. 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).

Accounting transaction type. Method used to pay for the items. While the Default accounting transaction type for item receipts setting (Tools & settings > Configuration > Purchasing > Item receipts) determines the default method, any option (None, Bill, Check, Cash, Credit card) can be used for an individual transaction. When Bill is selected as the accounting transaction type, the system opens a set of fields on the item receipt: Terms, Accounting bill due date calculation, Vendor invoice date, and Bill due date. Selecting the Bill option posts a bill on QuickBooks Online.

Add lines (add_circle). Click the icon to add additional lines to the line item table. The number of lines added is established by the number specified by your company in the Default lines setting (Tools & settings > Configuration > Company > General).

Add purchase order. 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 purchase order field dropdown. Select the desired purchase order, then click the Add button to import previously unreceived items from that purchase order into the item receipt.

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. The numbers will be generated upon saving the transaction.

Bill due date. The date that payment to the vendor is due. This field is displayed only when Bill is selected from the Accounting transaction type selected on the item receipt.

• If the Accounting bill due date calculation is set to Based on item receipt date, SOS will use the item receipt transaction date to calculate the Bill due date. 
• If the Accounting bill due date calculation is set to Based on entered invoice date, SOS will use the Vendor invoice date to calculate the Bill due date. 

Class. The class for this line item. This column displays only if the Class tracking setting (Tools & settings > Configuration > Connections > QuickBooks) is enabled. This field syncs to QuickBooks only if class tracking is enabled in QuickBooks Online. 

Clear lines. Adeleteicon in the column header of the line-item area clears the content of all line-items in a table, but not the lines themselves. By contrast, adeleteicon in a line-item row removes both a line and its contents.

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

Currency. Currency for this transaction. This field is visible only if the Multicurrency setting is enabled (Tools & settings > Configuration > Company > Accounting).
 

Customer.  If Enter customer on line items is enabled in the General purchasing settings (Tools & settings > Configuration > Purchasing > General), 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 with timestamp. Use the Now button to update it to the current date/time.

Department. Department for this transaction.

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

Deposit amount. The deposit paid to a vendor as a fixed expense 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 for entering a number for a lot-tracked item. This number can be auto-generated according to your Serial/lot numbering settings (Tools & settings > Configuration > Inventory > General). See Automating lot numbers for more information on this feature.
• Expiration. A date field that specifies the lot expiration date for a lot-tracked item. See Methods for creating lots for more information on this feature.
• S/N. Used for entering 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 according to your Serial/lot numbering settings (Tools & settings > Configuration > Inventory > General). 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. See Automating serial numbers for more information.

Exchange rate. The exchange rate for this transaction. This field is visible only if the Multicurrency setting (Tools & settings > Configuration > Company > Accounting) is enabled. If the vendor's currency is in the European Central Bank (ECB) currency feed and is specified in the vendor definition, SOS will automatically populate the Exchange rate field with the current rate. This rate can be overridden manually. For more information about exchange rates, a list of currencies in the European Central Bank (ECB) feed, and how to get currencies not in the ECB feed, see Multicurrency.

Fill. Available for Class, Customer, and Job columns on item receipts. Use the Fill button to apply to all items on the item receipt the same class, customer, and/or job that you specified in Line 1. 

Item. The item to be received. Enter/select the name of an existing item from the dropdown list. New items can also be created from within the transaction. If the item is in a bin-tracked location, you will need to select the bin for the item.

Item receipt reference #. The reference number that identifies the item receipt. The system will number the item receipt automatically if Item receipt numbering is enabled (Tools & settings > Configuration > Purchasing > Item receipts). However, if the item receipt is generated from a purchase order, it will inherit the PO's reference number.

Job. Job to which this line item belongs. This box is available only if the Job tracking setting (Tools & settings > Configuration > Production > Jobs) is enabled.

Line. The line-item number of an item on the item receipt. The order of an item can be changed using the Multitool.

Location. The location where the items are being received.
 

Multitool. A multifunctional icon in the far-left column of a line item. The Multitool is a convenient feature found on transaction line items and some other tables used in SOS Inventory. The Insert tool (arrow_forward), located in the top left corner of the Multitool, inserts a blank line above the current line item. The Move tool moves and reorders line items by clicking, holding, and dragging thedrag_indicatoricon. The Copy tool (arrow_drop_down_circle) duplicates the data in one line item to the line immediately below it.

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. 

Quantity. The number of item units being received.

Refresh exchange rate. When the date of an item receipt is changed, you can click Refresh exchange rate to update the Exchange rate field to the rate on the new transaction date. An update can occur only for a vendor whose currency is in the European Central Bank (ECB) feed.

Signature. An authorized person's name, signed with a stylus or finger in the SOS Inventory iOS app. However, the signature on a saved item receipt can be viewed on any device. If the transaction does not have a signature, the item receipt will say No signature. If the receipt is signed, the Signature column on the list page will say Yes for that transaction record.

Terms. The established terms of payment to a vendor. 

Unit price. The purchase cost of each item. 
 

UOM. For this field to be accessible, the Use units of measure setting must be enabled in the General inventory settings (Tools & settings > Configuration > Inventory > General), as well as defined and assigned to individual items. Once established, the available unit of measure options for an item will appear in its UOM dropdown on an item receipt. If an item receipt is generated from a purchase order, the UOM will be imported into the item receipt from the PO by default. Refer to Units of measure (UOMs) for more details about setting up and using UOMs.

Update default costs. Checking this option allows the system to update the default purchase cost of an item as the transaction is being saved. On the Plus or Pro plan, the Vendor-Item Catalog is updated if the vendor-item pair exists. If the pair is not in the Vendor-Item Catalog, but 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. If Multicurrency is enabled, it will also populated the vendor's currency.

Vendor invoice date. The invoice date listed on a vendor's bill to your company. This field appears only when Bill is selected from the Accounting transaction type dropdown and the Accounting bill due date calculation is set to Based on entered invoice date.
 

Vendor notes. The internal notes from the vendor definition.

Vol. The volume of the item as specified in its definition. This field is displayed only if the Show volume on purchasing forms box is checked in the General purchasing settings (Tools & settings > Configuration > Purchasing > General). 

Weight. The weight of the item as specified in its definition. This field is displayed only if the Show weight on purchasing forms box is checked in the General purchasing settings (Tools & settings > Configuration > Purchasing > General). 

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. However, if the vendor is the same as the one listed at the top of the item receipt, the line item is added to the main bill.

Class. The class for this line item. This column displays only if the Class tracking setting (Tools & settings > Configuration > Connections > QuickBooks) is enabled. This field syncs to QuickBooks only if class tracking is enabled in QuickBooks Online. 

Item. The item representing an additional cost. Enter/select the name of an existing item from the dropdown list.

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.