Receive Items
Note: If this is not the status you want to use, choose Quote, Order or Bill from the drop-down list.
Vendor
Enter the name of the vendor for whom this item receipt is intended, or click the search icon to display a search list of vendors to choose from.
Terms
Displays the terms for the vendor that are entered in the Buying Details tab of the Card File Information window for this vendor. This information will be printed on the purchase.
If you wish to change the terms for this purchase only, click the zoom arrow next to the Terms field to display the Credit Terms window.
If you wish to change the terms for this purchase transaction and future purchase transactions to this vendor, click the zoom arrow next to the Vendor field to display the Card Information window, then click the Buying Details tab. (In order to use the changes on the current transaction, cancel the current transaction, reopen the Purchases window and reenter the vendor's name in the Vendor field.)
Ship To
In this field, enter the address you want to print on the purchase order.
You can accept the default address, which is your company's address as you entered it in the Company Information window, or click the search icon next to the Ship To field to select from:
You can also enter an address that is not in the card file. To do this, simply delete the default address and enter the address you wish.
Purchase #
When you begin to create a transaction in this window, this field will automatically display the next available purchase number which will become the actual transaction number when it's recorded into the company file.
If you highlight the field, Auto # appears. You can choose to:
If you choose to enter a new number in the Purchase # field and then record the transaction, the next time you begin to enter a purchase, the Purchase # will automatically increase the number you previously entered by one. This will continue until you again change the number entered in the Purchase # field and record the transaction.
Date
This field will automatically display today's date. You can change this to another date if applicable. Select the space bar if you'd like to enter a date using AccountEdge's Calendar (day selection) window.
Vendor Inv #
If you wish, enter the number assigned to the invoice the vendor sent you.
This number can be printed on the purchase, if you wish.
Ordered column
To Date column
This column is display-only. It displays the number received to date.
Receive column
Enter the quantity of items you are receiving, using up to three decimal places.
The quantity you enter must be less that or equal to the quantity in the Ordered column.
Enter this number using the units of measure you buy this item. For example, if you buy three pairs of lamps, enter 3 in this field.
If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.
Note: What kind of transaction is recorded when I use Receive Item?
Note: If you receive a message to update an order or create a new order
Item Number column
Enter the number of each item you wish to include on this purchase, or click the search icon to display a search list of items to choose from.
Only items for which you selected I Buy This Item in the Item Information window can be entered in this column.
Description column
Enter a description of the item, or accept the default description, which was assigned to this item in the Item Information window. You can use up to 255 characters for the item description.
Location column
Enter the location of each item you wish to include on this purchase, or click the search icon to display a search list of locations to choose from.
If a location appears automatically in the field:
The Location column can be used for inventoried items only.
Note: The Location column will appear after you've added a second location
Price column
Enter the price you're paying for each item, or accept the default price, which is the last price you paid for the item. You can use up to two decimal places for the price.
Note: Use a preference setting to use Standard Cost
If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.
Disc% column
Enter the discount percentage you're offered by this vendor when you make large volume purchases from this vendor, or accept the default percentage, which was assigned to the vendor in the Credit Terms window.
This is a discount for large-volume purchases. It isn't a discount for early payments you make.
If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.
Total column
Enter the total dollar amount of each line on the purchase in this column, or accept the default amount, which is the amount in the Price field multiplied by the quantity in the Received column, then subtracted by the percentage in the Disc% field. The final amount is then rounded to the nearest cent.
If you change the default amount, the percentage in the Disc% field will automatically change to reflect the new amount.
If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.
Job column
Enter the number of the job to which you wish to assign each amount in the list or click the search icon to display a search list of jobs to choose from. You can also use the Easy-Add function in the search list to create a new job record to assign the items or services in this purchase transaction to.
If you need to assign a single item to more than one job, use multiple lines to record the transaction. For example, assume you want to include 100 widgets on a purchase, but you want to assign 30 widgets to job 12 and 70 widgets to job 43. To do this, enter the Widgets item number in the Item # column, then enter 30 in the Received column or Backorder column and 12 in the Job column. Move to the next line, enter the Widgets item number again, enter 70 in the Received column or Backorder column and 43 in the Job column.
Tax column
This column is used to designate the items or services on the bill on which you are charged sales tax. If a mark already appears in the Tax column for an item or service and a tax code appears in the Tax field, a tax code has been entered in the Tax Code field of the Buying Details view of the Card Information window. You can change the tax code, if you wish.
Note:
If you activated the Use Audit Trail Tracking preference, a change to the tax code is among the changes that are recorded. (Changes and entries recorded by Audit Trail Tracking)
If you wish to indicate that an item or service is taxable, click in this column next to the taxable item or service; a mark will appear to indicate the item or service is taxable. To remove a mark, click it.
Assign a tax code to the entire transaction by entering the code in the field to the right of the Tax field and beneath the Tax column. You can also click the search icon and select the code from the list.
Total Units
The total of the numbers you've entered in the Receive column for all items. That is, the total number of units that you're receiving at this time.
Subtotal
This field displays the total amount of all the items and services listed in the Amount column.
Freight
Enter the amount your vendor is charging to ship the items on this purchase transaction.
If you wish to indicate that the freight charges are taxable, click in the field next to the Freight field; a mark will appear to indicate the freight charges are taxable. If you selected Taxed in the Tax on Freight field in the Buying Details view of the Card Information window for this customer, a mark automatically appears in this field. To remove the mark, click on it.
If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.
Tax
The total tax amount based upon the code you've entered appears in this field. If you want to change the tax amount, click the zoom arrow next to this field to open the Tax Information window, where you can change the amount if you haven't recorded the transaction yet. (A change to the tax amount is reported in the Transaction Review step of the Company Data Auditor.)
This column is used to designate the items or services on the bill on which you are charged sales tax. If a mark already appears in the Tax column for an item or service and a tax code appears in the Tax field, a tax code has been entered in the Tax Code field of the Buying Details view of the Card Information window. You can change the tax code, if you wish.
Note:
If you activated the Use Audit Trail Tracking preference, a change to the tax amount is among the changes that are recorded. (Changes and entries recorded by Audit Trail Tracking)
In the field to the right of the Tax field, you can assign a tax code to the entire transaction by entering the code in the field beneath the Tx column. You can also click the search icon and select the code from the list.
Total Amount
This field displays the total amount of the purchase transaction, including all items and services in the list, sales tax and freight charges.
Comment
Enter a comment to print on the purchase, or click the search icon to display a search list of comments to choose from. You can also use the Easy-Add function in the search list to create a new comment.
Ship Via
Enter the method by which you want the vendor to ship the items on the purchase, or click the search icon to display a search list of shipping methods to choose from. You can also use the Easy-Add function in the search list to create a new shipping method.
This method can be printed on the purchase.
Promised Date
Enter the date you expect to receive the items on the purchase. Select the space bar if you'd like to enter a date using AccountEdge's Calendar (day selection) window.
Journal Memo
Enter a description of the purchase transaction, or accept the default memo. This description will appear on various MYOB AccountEdge reports, as well as the Purchases tab of the Transaction Journal window. You can also print this memo on the purchase form.
If you change the default memo, you should keep the word "Purchase" in the memo to remind you of the nature of the transaction.
Quote/Order/Bill Delivery Status
Enter the delivery status for this vendor, or click the search icon to display a search list of delivery statuses to choose from.
If you've selected a delivery option in the Purchase Orders Delivery field of the Buying Details view of the Card Information window for the vendor, that option will display automatically.
If you've already printed and/or emailed the purchase, the status will change to indicate that you've printed and/or emailed the purchase.
Paid Today
This field is available only if you're creating a item receipt without first creating an order.
Enter the amount of money you paid at the time of this transaction.
When you click the Record button, a window will appear that instructs you that a check for this amount will be recorded. The Check #, Payee and Memo information display for your verification.
This amount will decrease the balance of your linked payables checking account and will appear as an entry in the Cash Disbursements Journal.
If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.
Applied to Date
This field displays the total of the payments and debits applied to date for this transaction.
This field appears only when viewing a recorded bill, order or item receipt to which at least one payment has been applied.
Balance Due
This field displays the total amount of the purchase, minus the amount in the Paid Today field.
Rate button
Click this button to the Exchange Rate window. This window displays your current currency and the Transaction Exchange Rate and Current Exchange Rate. This information is view-only.
This button appears only if you marked the I Deal in Multiple Currencies field in the System view of the Preferences window.
Category
Select from the list the category to which you wish to assign this transaction. (The categories in this list were created in the Edit Category window).
This field appears only if you marked the Turn Category Tracking On field in the System view of the Preferences window.
If you selected the Required option when you chose that preference, you must select a category here before you can record this transaction.
Layout button
This button is active only on a new Receive Item.
Click this button to choose the layout you want to enter in this window. These layouts are summarized below.
Register button
Click this button to open the Purchases Register window where you can view a list of your purchases.
Record button
Click the Record button to record the item receipt you've made in this window.
Cancel button
Click this button to remove all the entries you've made and close the window.