Receive Items (Without a Bill)

By |2021-07-23T16:06:59-05:00March 22nd, 2018|Comments Off on Receive Items (Without a Bill)

Introduction

This topic will cover receiving items that arrive before the bill is sent to you.

Usage

Use this form to receive items before the vendor has billed you for them (before they send you a bill). If you need to receive and item and enter a bill (the bill came with the item) see the Receive Items and Enter Bill form.

When you receive items and get the bill later, first create an item receipt to let Total Office Manager know you received the items. This way the items will be available for resell and other Total Office Manager users will see that they have been received.

When you receive a bill for these items, you will need to Enter Bill for Received Items. This is your next step.

Form Access

From the main menu, click Vendor | Receive Items.

Field and Button Definitions

Vendor

Select a Vendor from the drop down menu or create a new (click the hand Icon to the right of the Vendor field).

Date

Will automatically populate the field with the current date. You can change the date by click on the drop down arrow to the right of the field.

Amount

Enter the amount of the items.

Reference #

Enter the bill of lading no., packing slip number or whatever number that is available to help identify the items being received.

Memo

Enter any pertinent information that may be helpful, if there would happen to be a problem with this order.

Expenses Tab

Account

Select from the drop down menu the expense account that is to be affected by the bill.

Amount

Enter the amount of the bill for the particular expense being entered. You may be entering more than one expense item.

Memo

Enter any particular information pertaining to the expense bill you are entering, that you may need to help track this expense bill.

Customer Job

Select from the drop down menu the customer job for this particular expense bill, if applicable.

Department

Select the department (if any) that this expense is related to. If you need to, you can split the check up using as many line items as needed. This allows you to have departmentalized financial statements.

Marketing

Select the correct marketing type (if any) that this expense relates to. This is how Total Office Manager matches marketing types with expenses. This information appears on certain reports and allows you to see which marketing types perform best by comparing its expense with related sales.

 Items Tab

Item Code/Description

Select from the drop down menu the item name or number (the group number, if applicable).

Qty.

Enter the quantity you received. Example: 3

Warehouse

The location where the item is to be stored.

Cost

Enter the dollar amount of the item. Example: $25.00

Amount

Enter the total amount of the items received Example: $75.00

Customer Job

Select from the drop down menu the Customer/Job, if applicable.

PO / Serial #

Enter the serial number if applicable.

Department

Select the department (if any) that this expense is related to. If you need to, you can split the check up using as many line items as needed. This allows you to have departmentalized financial statements.

Button Definitions

Save & Close

The entered information is saved and the form closes.

Save & New

The entered information is saved and you move to a new form to keep entering items.

Clear

Clicking Clear will clear out all the information that had been entered into that form,

Step-By-Step

  1. Open the form
  2. Select the vendor you received the items from.
  3. Enter a reference number and\or memo if you wish.
  4. Select the various items that you have received.
  5. Click Save to save your work and close the form or click Save & New to save your changes, clear the form, and enter a new one.

Tips

  • If you receive the same item but have placed it into different warehouses, enter each item and its respective warehouse. You can add the same item more than once.

  • Generally this form is used for receiving “inventory” and “serialized” item types. If you receive and other item type (like”non inventory” item types), Total Office Manager will warn you that receiving this type of item is unusual.

  • You can delete or inactivate multiple Item Receipts. To highlight multiple item receipts, press and hold your CTRL key and click each item receipt. You may also select a range of item receipt by highlighting the first item receipt in that range, pressing and holding your left Shift Key, and clicking the last item receipt in that range.

  • You can select an item receipt and right click for common task .

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HVAC Electrical Plumbing Software

Aptora delivers a true All-In-One services software solution including CRM, accounting, payroll, inventory, vendors, sales, marketing, dispatch, flat rate pricing, and more. NO 3rd party plugins or integrations required. Created by contractors for contractors, we know what it takes to grow your services-based businesses.

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