Item Receipt Tab

Item Purchase Order Island

Field	Description
Order No.	This is the number of the item purchase order. If you cannot remember the number of an item purchase order, you can use the search functions in the Find menu. The value cannot be changed here.
Our Ref.	This is the text from the item purchase order. It could be the name of the person who created the item purchase order. You can change it here.
Buyer	This is the buyer specified in the item purchase order. The name cannot be changed here.
Handled by	This is the name of the person who received the items or entered the item receipt. Maconomy suggests the name of the user. You must enter a name.

Dispatching Address Island

Field	Description
Vendor	These fields display the name and number of the vendor delivering the items in the item purchase order. The value cannot be changed. The other lines in this field show the vendor’s name and address. The text cannot be changed here.
Attn.	This is the vendor’s attention person the person to whom shipping information is directed. The name cannot be changed here.
Country	This is the country the vendor is from. It cannot be changed here.

Company Island

Field	Description
Company	These fields show the name and number of the company responsible for the item purchase order. If the warehouse on the item purchase order is assigned to another company than the one shown in these fields, Maconomy will automatically create intercompany balances at the posting of the item journal created as a result of the item receipt. In the intercompany balancing, the company in these fields will be the responsible company. However, if the system parameter “Create intercompany entries for companies with same parent company” is not marked, intercompany entries are only created if the two companies involved are not both assigned to the same parent company. See the section “Multiple Companies” in the chapter “Introduction to the G/L Module” and the window Intercompany Accounts in the G/L module for a further description of the concept of responsible companies and intercompany balances.

Field

Description

Company

These fields show the name and number of the company responsible for the item purchase order. If the warehouse on the item purchase order is assigned to another company than the one shown in these fields, Maconomy will automatically create intercompany balances at the posting of the item journal created as a result of the item receipt. In the intercompany balancing, the company in these fields will be the responsible company. However, if the system parameter “Create intercompany entries for companies with same parent company” is not marked, intercompany entries are only created if the two companies involved are not both assigned to the same parent company. See the section “Multiple Companies” in the chapter “Introduction to the G/L Module” and the window Intercompany Accounts in the G/L module for a further description of the concept of responsible companies and intercompany balances.

Receipt Island

Field	Description
Date Received	In this field, you can enter a date provided that you want the received items to be registered under a different date than today’s date. At the creation of the item receipt, Maconomy suggests today’s date and the field can then be adjusted to an earlier but not a future date. The field can only be adjusted if you have selected “Allow Back Dating” in the window System Information. For rules regarding back dating, see the description of the mentioned check box. The date is validated against the G/L open posting period of the company mentioned in the Company island and the Item journal's default transaction type.

Field

Description

Date Received

In this field, you can enter a date provided that you want the received items to be registered under a different date than today’s date. At the creation of the item receipt, Maconomy suggests today’s date and the field can then be adjusted to an earlier but not a future date. The field can only be adjusted if you have selected “Allow Back Dating” in the window System Information. For rules regarding back dating, see the description of the mentioned check box. The date is validated against the G/L open posting period of the company mentioned in the Company island and the Item journal's default transaction type.

Extra Fields Island

Field	Description
Popup 1-5	In these fields, you can enter various information about the item purchase order and the current vendor. Maconomy suggests the values selected in the corresponding fields on the Vendor Information Card, but you can change the values for the current item purchase order in this window. The options are created in the window Popup Fields the Set-Up module.

Vendor’s Order Island

Field	Description
Order No.	This is the number of the vendor’s sales order. It is retrieved from the Item purchase orders window. You can change it.
Packing Slip No.	Here you enter the number of the delivery note which accompanied the item delivery. You must enter a value for reference. The delivery note number is printed on the item transaction created when you select the action “Approve Receipt.”
Your Reference	This is the reference entered in the Item purchase orders window, when the order was created, for example, the name of the person the purchaser spoke to about the order. You can change it.
Our Cust. No.	This is your customer number with the vendor. It is retrieved from the item purchase order. You can change it.

Delivery Island

Field	Description
Warehouse	This is the warehouse to which the items are shipped. The warehouse is specified in the item purchase order. You can only order items for one warehouse in one item purchase order. If you wish to buy items for several warehouses from this vendor, you can direct them to the main warehouse and transfer them to your other warehouses after delivery. You do this in the Inventory Change window. If you select a warehouse assigned to another company than the one shown in the field “Company No.” in the island Company, Maconomy will automatically create intercompany balances when you post the item journal created as a result of the item receipt. In the intercompany balances, the company to which the warehouse is assigned will be the intercompany company. However, if the system parameter “Create intercompany entries for companies with same parent company” is not marked, intercompany entries are only created if the two companies involved are not both assigned to the same parent company. See the section “Multiple Companies” in the chapter “Introduction to the G/L Module” and the window Intercompany Accounts in the G/L module for a further description of the company specification on warehouses and intercompany balances.
Stock Location No.	In this field, you can specify the location in the current warehouse at which the items are received. This location will apply to those lines in the table part where the warehouse location field is left blank. If a warehouse location is specified on a given line, it overrules any location specified in this field. Maconomy suggests the receiving location specified on the item purchase order, but you can specify another location. The receipt of the items cannot be approved until you have either entered a location in the card part or on the individual item lines.
Delivery Mode	This is the delivery mode specified in the item purchase order. You can change it.
Delivery Terms	These are the delivery terms specified in the item purchase order. You can change the value.
Bill of Lading	Here you can enter a text or number, for example, the bill of lading number, to later identify the delivery. Delivery information is normally given in the Item Receipt window. If this text or number is changed in the Item Receipt window, it is copied to this window next time the window is opened, but it can be changed.

Price Island

Field	Description
Currency	This is the currency of the item purchase order.
Goods	This is the price total of the item lines in the item purchase order. The value cannot be changed manually.
Invoice Discount %	This is the invoice discount percentage specified in the item purchase order. The value cannot be changed here. Any invoice discount is deducted from the prices for the individual item lines, before the items are placed in the warehouse. This ensures that costs are correct.
Invoice Discount	This is the invoice discount amount specified in the item purchase order. The value cannot be changed here. Any invoice discount is deducted from prices for the individual item lines, before the items are placed in the warehouse. This ensures that costs are correct.
Expense %	This is the expense percentage specified in the item purchase order. The value cannot be changed here. Any expenses are apportioned to individual item lines before the items are placed in the warehouse. This ensures costs are correct.
Expenses	This is the expense amount specified in the item purchase order. The value cannot be changed here. Any costs are apportioned to the individual items when item deliveries are registered, before the items are placed in the warehouse. If you receive several deliveries for the same item purchase order, the costs will be apportioned each time.

Document Archive Island

Field	Description
Document Archive	In these fields, you can assign a document archive to the item purchase order. By assigning a document archive to an item purchase order, you can keep track of the various documents related to the order. Document archives are created in the window Document Archives in the Set-Up module. See the description of that window for further information on the use of document archives.
Document Count	This field displays the number of documents in the Document Archive.

Maconomy Reference Guide