In the Purchase Receipt Items Tab, the Line Item Details are used to enter/review all the inventory items, quantities, amounts and so on for each item being purchased.
In the Lower Left Section of the form you will be able to view read only background information about the Item you are working on. The Item No of the Item you are working on will be displayed in the lower left corner of this section. The Inventory topics in this Lower Section of the form include In Stock, Committed, Allocated, Available, Back Order, On Order (PO), Weight, Volume and Location. Note that if you click on the Ellipse button next to the Item Number field, you may connect to the Inventory Warehouse Stock form where you will be able to change the Reorder Point.
First there will be a description of the fields in the Line Item Details to be followed by a description of the fields in the Stock Information section.
1.In the Item No field you have the choice of either selecting an existing Item No from the combo box or entering a new Item No in the combo box. If you choose to enter a new Item No press the 'Enter' key after you type the add Item No and a message will appear asking if you want to enter the add Item No. If you select 'Yes' the Inventory Items form will open where you will be able to enter a new inventory item. See: Adding Inventory Items. After you have complete adding inventory items, please come back to this form to continue.
2.After you add or enter an Item No you will notice many of the fields on the Line Item Detail like Description and Cost will fill in with data based on that inventory item. This can really help speed up data entry and is good reason why you should spend the time to enter data in key fields of the inventory items form like Description and Cost.
3.There is also an Ellipse button to the left of every Item No field. When you click this button the Bill Line Item Options form will open where you can do different things to the selected line item.
4.The Description field will automatically be filled in with the selected Item No's description entered in the Inventory Items form. You can edit the description field for each line item without affecting the original description.
5.The Warehouse ID combo box field will automatically fill in based on the default warehouse setup in the Company Preferences form. You can also select a different warehouse you want the received inventory item to be entered into by clicking on the field to enable to combo box feature to appear.
6.The Ordered field is read only and will display how many of the selected items were ordered.
7.The Received field is used to enter the number of the selected Item No you have actually Received.
8.The UOM (Unit of Measure) field will automatically fill in based on the selected unit measure. If this number is anything other than 1 then the Cost field will be multiplied by it as well as the Received quantity to give you a different total. You can also select a different unit measure that you want by clicking on the Units field to enable to combo box feature to appear. See: Inventory Unit Measure, Adding Inventory Items, Adding Inventory Unit Measures.
9.The Disc (Discount) field is where you can enter a discount percentage you received on the selected item. If a vendor gives you a 5% discount when purchasing a particular item enter 5 in this field.
10.The Tax field is actually a combo box where you can enter different methods of sales tax for the selected line item. This can be important if you are charged sales tax on one line item but you are not charged it on every other line item.
11.The Cost field will automatically fill in with the selected Item No's Last Cost entered in the Inventory Items form. You can override this cost with a different amount if you need to but if you do, the Last Cost field in the inventory items form will also be updated.
12.The Total field will display the Received quantity multiplied by the Cost field. If you received 5 and the cost was 30.00 each then the total field would display 150.00.
13.The Job ID field can be used to assign a Job ID to track the purchases for a job. The Job ID field also has a combo box that you may then click the Job ID number you are referencing from the combo box. See: Jobs. Once a Job ID is selected on the first line item, it will then be carried on each subsequent line item automatically.
1.The In Stock field is read only and displays the total quantity in stock. Every time you sell or purchase this inventory item the In Stock field will change to display the new quantity in stock.
2.The Committed field is read only and displays the total quantity of that inventory item that has been Committed. Every time you create a Purchase Receipt for the inventory item, the Committed field will change to display the quantity that's committed. Committed means ordered by a customer, but yet still in stock. Once the Order is converted to an Invoice and posted the Committed field will change to show the new quantity committed. See: Committed Inventory Rules
3.The Allocated field is read only and displays the total quantity of that inventory item that has been allocated for a customer, but not yet invoiced/shipped. This field is able to be adjusted in the Order form. See: Adding Orders
4.The Available field is read only and displays the total quantity of that inventory item that has been made available for a customer, but not yet invoiced/shipped.
5.The Back Order field is read only and displays the total quantity on back Order. Every time a Back Order is created for the selected inventory item the Back Order field will change to display the new quantity on back order.
6.The On Order (PO) field is read only and displays the total quantity on Order. Every time you create a purchase order for this inventory item the On Order field will change to display the new quantity on Order.
7.The Weight, Volume and Location fields will be read only, and, also automatically fill in based on the value setup in the Unit Measure form you selected in the lower half of this form. This information will be printed on the purchase receipt.