Receiving Purchase Order Items

This help file applies to an out-of-date version of MainBoss.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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A "receive" line in a purchase order or receipt indicates that you have received some or all of an item that was ordered.

To see the Receive editor, go to the Line Items section of a purchase order or the Receipt Activity section of a receipt, select a "purchase item" line, and click Receive. The editor 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 say the item was received. 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 recorded the receipt.

Read-only fields: A series of read-only fields giving information from the purchase order and the item.

Receipt: The receipt where this item was received. (This may be a read-only field if you started from a receipt record.)

Storage Assignment: Specifies the item that was received and the storeroom where it should be stored. MainBoss fills this in with information from the original purchase item record, but the information can be changed if desired. (For more on storeroom assignments, see Storeroom Assignments.)

Read-only fields: The editor window contains a number of read-only fields giving information about supplies of the item you've specified. This information is taken from various tables in MainBoss.

Ordered: The quantity and cost of the item as originally ordered.

Already Received: The quantity that has already been received in previous shipments.

Order Remaining: Equals "Ordered" minus "Already Received".

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: The actual quantity of the line item that you received.

Calculated Remaining Order Cost: Read-only fields giving the cost of the given "Quantity" based on existing price information.

Use calculated remaining order cost: If you checkmark this box, MainBoss will use "Calculated Cost" as the actual cost of what you received. If you leave the box blank, you must fill the cost into "This Entry" yourself.

This Entry: The actual cost of the quantity received.

As Corrected: If there has been a correction for this record, this line will have read-only fields giving the corrected values.

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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