Purchase Money Receipt

Inventory – Purchases – Purchase Money Receipt

Purchase Money Receipt Overview

Purchase Money Receipt is the 7th drop-down in the Inventory Purchases Data Entry menu. The Purchase Money Receipt function allows for the return of goods and/or the receiving of credit for services.

It acts in the opposite way to a Purchsase Money Payment

On the Details Page there are five main areas of the Purchase Money Receipt screen

1. Details Area

How to enter information in the Details area

  1. Memo – Type in memo/notes.
  2. Address – This field is the mailing address which automatically populates from the vendor record.
  3. Document Paperclip – Scan and attach any documents relating to the money receipt.  

2. Information Tab Area

The Information Tab area is used to display extra information about the current entry. You have the ability to view the information here, not alter it.

Click on the Information Tabs to select the details you would like displayed. The Information Tabs change automatically for the different transactions being viewed. 

The tabs for this type of transaction include as follows:

  1. Bank – Displays banking details including Account ID, Department, Class, Type, Group, Project etc.
  2. Inventory – When a transaction line is selected, this tab displays inventory details such as available stock, stock on order, standard price, next arrival date, default Vendor.
  3. Pricing – When a transaction line is selected, this tab displays any Price Book entries that have been setupfor this Inventory item.
  4. Items – When a transaction line is selected, this tab displays additional inventory details.
  5. Controls – This tab displays information about the transaction such as the date it was created and who created it.
  6. Add/Deduct – This tab displays additions and deductions details.
  7. Error Code – Displays any error code such as negative stock, batch error and period error.

3. Tracking Area

  • Date In – Is the date that this Order has been entered on the system (usually the system date).
  • Arrival – When converted from a Vendor Order (OVI) to a Vendor Purchase (PVI), the Arrival Date will automatically become the Date In for the PVI.
  • Invoice No. – Internal reference number and automatically generated by the system.
  • Order No. – Enter order number.
  • Rep ID – Sales representative ID.
  • Carrier – Shipping carrier, for example Australia Post.
  • Period – Period matching the date, set in company controls.

4. Transaction Lines Area

Entering the Transaction Lines area.

All of the lines in the Destination area listed here. The list only displays the basic details of each Line.
You cannot directly edit from this list.
To view or modify any line in this Line Listing area, select or highlight a line.
All of the additional data entry fields will then be displayed for you immediately above the list of lines.
From there the user is able to view or modify all of the data entry fields for the line as required.

The easiest way to add a line is with the keyboard shortcut. Hold the  (Command or Control key down and select forward slash (/). The system will then place the cursor in the Account ID data entry field ready for the entry of a new line. Alternatively, selecting the button will also place the cursor in the Account ID data entry field, ready for the entry of a  new line.
Lines may also be added to the transaction by clicking on the button or selecting the button to delete the currently highlighted line.

ID data entry filed ready for the user to enter in an ID for the first line in the transaction. (Or add another line to the Destination area).

Alternatively they may use the button to add a new line into the destination area. (Same result as above).

The user may use the button to remove the currently highlighted line in the destination area.

How to enter Transaction Line details.

As you enter a transaction, a summary of the transaction appears in a single line. You can view or modify a line by selecting it, then proceed to view or modify in the data entry area above.

  • Inventory – Is a linked field and the user can use the Wild card options to replace part of the ID with wild cards. The system will then display a much shorter list for the user to search through for the Inventory code.
  • Inventory Name – Once a Valid ID has been entered the system will display the Inventory Name just below the Inventory ID data entry field.
  • Unit – Populates the unit details as set in the inventory item, for example Set, Each, Ctn, Kg, etc
  • Quantity – Enter the quantity requested.
  • Rate – This is the Line Item default rate. You can enter in a new rate but note this is the rate excluding tax.
  • Discount – Enter any Discount percentage allocated.
  • Tax Code – You may accept the default code or enter in a new tax code.
  • Tax % – For example Australia, USA, New Zealand and other countries, the Vendor Tax Code controls the rate. In Australia, the Inventory file will override on GST free or exempt items as required.
  • Tax Amount – This will automatically populate with the total amount of tax for each individual line.
  • Total – This is the total cost for each individual line item including any tax.
  • Ex-Tax – This is the cost before Tax. There are two locations where the Ex-Tax value is displayed. In the Line Listing where it is displayed on a line by line basis, and in the Totals area at the bottom of the screen as a value for the entire order. This is for users who are arriving orders and need to be able to view the Ex-Tax pricing within the Order.
  • Project – Is a linked field and the User can use the Wildcard [ (@ or ? ) and TAB ] option to search for the Project ID. The system will display the Project Name.
  • Don’t Print – Select Don’t Print to stop the line below from printing on the vendor order. The amount from this line is still included in the total value of the vendor order.
  • System automatic data entry – All of the following items details must first be entered into each Inventory Item. The user will note that these data fields are a mixture of grey and white. Grey indicates that it is entered by the system and the user is not allowed to alter it. The white background indicates that if a quantity is entered into these data entry fields by a user, the system will then re-calculate the quantity.
    • Weight / Area – Is white and indicates that this field is modifiable by the user. It displays the total weight or area x order quantity. The user may enter the total weight required, which will automatically update the order quantity.
    • Carton – Is grey and displays the total cartons: quantity multiplied by the carton quantity set in Inventory details and is not user modifiable.
    • Pallet – Is white and indicates that this field is modifiable by the user. It displays thepallet quantity which is the number of pallets that will will be used for the quantity the second decimal place. The user may enter the total pallets required, which will automatically update the order quantity.
    • 2nd Unit – Displays total 2nd unit (quantity multiplied by 2nd unit quantity set in Inventory details).
  • Ex Tax – See above Ex Tax. This is for users who are arriving orders and need to be able to view the Ex-Tax pricing within the entire Order.
     

5. Transaction Footer Area

The Transaction Footer is the information bar along the bottom of the screen, and allows for easy checking of the critical details of a transaction.

These details include:

  1. Sequence – Is the automatically generated unique Sequence number.
  2. Batch – The Batch field shows the total for all orders entered in the current group.
  3. Amount – Total Amount is the Tax free amount of the order.
  4. Ordered Weight – Is the Total Weight of the Vendor Order.
  5. Weight/Area – Weight/Area is the total weight or area of all lines entered on the order.
  6. Carton – Is the calculated total quantity of Cartons.
  7. Pallets – Is the calculated total quantity of Pallets.
  8. Tags – The user can select a saved Tag from this Drop down or add a custom tag.
  • Note that a tag of HOLD is hardwired into the system. When it is selected the transaction may not be posted until the tag status of HOLD is removed or altered to something other than HOLD.
  • Many of the tag headings are user configurable. All of the items in the tag drop down lists may be created by the user.
  • To add in a new tag to the list simply type it in and move the focus away, (tab away). The system will ask if you want to add the new tag to the list.
  • To remove a tag, select it, then re-select it while holding the Control or Command key down. You will be asked if you want to remove it from the list.

Watch how to enter a Purchase Money Receipt in SapphireOne

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