Correcting Receive Item Entries

This help file applies to an out-of-date version of MainBoss.
The most recent version of MainBoss is MainBoss 4.2.4.
For the latest version of this help file can be found here.

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In order to correct a line item on a receipt, you must select the item you want to correct (in the Receipt Activity section of the receipt or in the Receiving section of a purchase order), then click the Correct button. This opens a window where you can record the correction. The window contains the following:

Entry Date: A read-only field giving the actual date and time when this entry was made.

Effective Date: The date/time that you want to assign to the correction. The default is the current date and time.

User Contact: A read-only field giving your name. This will appear in MainBoss's accounting history to show who made the correction.

Read-only fields: A series of read-only fields giving information from the purchase order and receipt where this line item originally appeared. For specifics about this information, see Receiving Purchase Order Items.

Use order remaining quantity: If you checkmark this box, MainBoss will use "Order Remaining" as the actual quantity you received. If you leave the box blank, you must fill in "Quantity" yourself.

Quantity: Corrects the quantity actually received. Typically, you fill in the "As Corrected" field with the actual quantity received—the correct quantity, as opposed to the quantity you originally recorded. The alternative is to fill in "This Entry" with the difference between the quantity you originally entered and the true quantity.

For example, suppose you really received 3 but you accidentally typed 1 in the original record. You could fill in "As Corrected" with 3 (the correct number) or fill in "This Entry" with 2 (the difference between what you originally typed and the true quantity). "This Entry" may be a negative number if you originally typed in too much.

If you fill in "As Corrected", MainBoss automatically sets "This Entry" and vice versa.

Calculated Remaining Order Cost: Read-only fields giving the expected cost of the corrected quantity.

Use calculated remaining order cost: If you checkmark this box, MainBoss will fill in "This Entry" and "As Corrected" with the values obtained from "Calculated Cost". If you don't want to use these calculations, leave the checkbox blank and fill in "This Entry" or "As Corrected".

This Entry, As Corrected: Corrects the actual cost (if necessary). Typically, you fill in "As Corrected" with the correct cost of the correct quantity. The alternative is to fill in "This Entry" with the difference between the cost you originally entered and the true cost.

If you fill in "As Corrected", MainBoss automatically sets "This Entry" and vice versa.

From Cost Center, To Cost Center: Read-only fields telling the cost centers involved in this operation. MainBoss creates accounting records indicating the transfer of money from the first cost center to the second. These fields are only visible if your database has an Accounting license key. For more, see Accounting Facilities.

Save: Saves the current record. The editor window stays open in case you want to make more changes to the same record.

Save & Close: Saves the current record and closes the editor window.

Cancel: Closes the window without saving any changes you've made to the record since the last time you saved. When you Save the record, the Cancel button changes to Close, indicating that you can safely close the window without losing any changes.

Close: Closes the window. This button only appears after you've saved changes with Save or before you've entered any data at all. Otherwise, the button is labeled Cancel.

For more on items, see Inventory Item Records. For more on purchase orders, see Purchase Orders. For more on editors in general, see Using Editors.

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