IdealWare Online Users Manual

IY2-07-02 I/Y PROCESSING
30115 Receipts, Data Entry

 

PURPOSE

 

Receipt data entry enables you to enter packing slip numbers, payment terms, freight, brokerage and exchange rates or amounts, carrier and brokerage codes, other charges and products and quantities received.

 

If you are using the PO Module, you can specify existing PO's at the PO# field. The PO system can then be accessed by the receiving program to make any necessary modifications. These can include "received quantity" and the "back ordered quantity".

 

 

PROCEDURE

 

After creating a new receiving batch or accessing an existing batch, the receipts posting screen displays.

 

INVENTORY RECEIPTS POSTING SCREEN

┌────────────────────────────────────────────────────────────────────────────────┐
│04/24/07             ***** INVENTORY RECEIPTS POSTING *****                     â”‚
│────────────────────────────────────────────────────────────────────────────────│
│RECEIPT#  000059     RECEIPT DATE 06/03/07               FREIGHT    $    50.00  â”‚
│TYPE      R REGULAR  <---------PAYMENT TERMS---------->  TRUCKER        SILVER  â”‚
│P.O.#     100081     100 % NC DUE 07/20/96 DIS 00/00/00  BROKERAGE$      25.00  â”‚
│SUPPLIER  ACKLA          %    DUE          DIS           BROKER          BUROF  â”‚
│PACK SLIP 2345           %    DUE          DIS           EXCHANGE   %     1.30  â”‚
│                                                         OTHER$          15.00  â”‚
│────────────────────────────────────────────────────────────────────────────────│
│  SUB-TOTAL      FREIGHT    BROKERAGE     ExCHANGE        OTHER           TOTAL â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SEQ   PRODUCT          QUANTITY UNIT       PRICE          DISC            TOTAL â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│────────────────────────────────────────────────────────────────────────────────│
│** PRESS CR OR F1 FOR NEXT; F2 TO DISPLAY; F3 FOR BATCH CONTROL; F4 TO END.     â”‚
│   PRESS F9 TO ACCESS PURCHASE ORDER SYSTEM.                                    â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

FIELDS - HEADER ENTRY & MODIFICATION

 

RECEIPT#
** PRESS CR OR F1 FOR NEXT; F2 TO DISPLAY; F3 FOR BATCH CONTROL; F4 TO END.
   PRESS F5 FOR PO INQUIRY; F9 TO ACCESS PURCHASE ORDER SYSTEM

 

Enter existing receipt number to modify or delete.

 

CR TO CONTINUE; "H" TO MODIFY HEADER; "M" TO MODIFY LINES; "D" TO DELETE

 

[Enter] to return to RECEIPT# field.

 

"H" to modify receipt header.

 

The cursor will go to the last field in the header. Press [F3] to re-enter and modify other header fields.

 


"M" to modify detail lines.

 

See 30111 - PURCHASE ORDERS, MODIFICATION.

 

 

"D" to delete receipt.

 

You are prompted to confirm the deletion.

 

 

[Enter] or [F1] to begin new receipt using next available receipt number.

 

[F2] to display existing receipts.

 

** CR FOR NEXT RECEIPT; F4 TO END DISPLAY: _
   PRESS F5 TO INQUIRE UPON PURCHASE ORDER

 

[Enter] to display next receipt on file.

 

[F4] to return RECEIPT# field.

 

[F5] to inquire upon displayed PO.

 

[F3] to access batch register options.

 

See 30114 - RECEIPTS, CREATIONI/MODIFICATION.

 

 

[F4] to exit to menu.

 

[F5] to access PO Inquiry.

 

[F9] to access PO MAINTENANCE menu.

 

TYPE

 

Defaults to R REGULAR. In case of a credit, change to C CREDIT by pressing [F3] at the next field.

 

P.O.#
ENTER PO NUMBER OR CR IF NONE. FOLLOW PO NUMBER BY F9 TO EDIT IT.
F3=BACK UP; F5=PO INQUIRY; F9=PO SYSTEM

 

Enter existing PO number to receive.

 

When a PO is selected, the program displays any miscellaneous charges and the PO sub total. Before goods can be received against a PO, the PO status must be set to "ORDERED". See 30111 - PURCHASE ORDERS, HEADER MODIFICATION. The following prompt displays.

 

 

** P.O. LOCATED - PRESS CR TO CONTINUE, F9 TO EDIT P.O., F3 TO BACKUP:

 

[Enter] to continue to next field.

 

[F3] to return to previous field.

 

[F9] to edit PO.

 

You would normally only edit in order to modify the quantities received and back ordered.

 

 

[Enter] to recieve without a PO.

 

[F3] to return to previous field.

 

[F5] to access PO Inquiry.

 

[F9] to access PO MAINTENANCE menu.

 

Once you have accessed a PO from the maintenance sub-system press [F4] at the PO header screen to return to the receipt with that PO.

 

 

SUPPLIER CODE

 

Displays the supplier code specified on PO when receiving with a PO.

 

Enter supplier code.

 

Applicable when receiving without a PO.

 

 

[F3] to return to previous field.

 

[F5] to display list of supplier codes for selection.

 

PACKING SLIP

 

Enter packing slip number.

 

[Enter] to bypass.

 

[F3] to return to previous field.

 

RECEIPT DATE

 

Enter date of receipt in format MM/DD/YY.

 

[Enter] for current system date.

 

[F3] to return to previous field.

 

PAYMENT TERMS

 

When you are receiving with a PO this field displays the value indicated on the PO. Typically, you would press [Enter] to accept the displayed terms. When you are receiving without a PO this value defaults to 100%, payable based on to the normal payment terms defined for the supplier. You can change the values to indicate other payment terms. You can divide the PO payment into as many as three different percentages, terms, payments and discount schedules.

 

PRESS ENTER FOR 100 % OR F4 TO FINISH.

 

Enter a % value.

 

Normally 100% is entered, indicating that 100% of the PO amount is payable according to the terms applied.

 

 

[Enter] for 100%.

 

[F4] to accept payment terms as displayed and advance to next field.

 

PRESS CR FOR 'NC', F5 FOR TERMS INQUIRY OR F4 TO FINISH.
ENTER 'OP' FOR OPEN TERMS

 

Enter payment terms code applying to percentage entered.

 

This value defaults to the supplier's usual payment terms code.

 

 

[Enter] to accept default terms.

 

[F3] to return to previous field.

 

[F4] to accept payment terms and jump to end of header

 

[F5] to display list of suppliers terms codes for selection.

 

"O""P" for open terms.

 

** PRESS CR TO ACCEPT TERMS OR F3 TO RE-ENTER:

 

[Enter] to accept payment terms as displayed.

 

[F3] to return to payment terms.

 

If the total percentage entered does not yet add up to 100%, the cursor will go to the next % field for entry.

 

 

FREIGHT$/%
FREIGHT DOLLARS OR RATE? ('$'=DOLLARS, '%'=RATE, CR='$', F2=NONE).

 

When you receive with a PO this field displays the value indicated on the PO. When you receive without a PO this value defaults to $0. You can change the value to indicate different charges. Freight charges can be expressed as dollar amounts or percentages.

 

"$" to set a dollar amount.

 

Enter the amount.

 

The program prorates all dollar value charges against each detail line of the receipt.

 

 

[F2] to bypass.

 

[F3] to return to previous field.

 

"%" to set a rate.

 

INSULATION RATE=$/BAG, PLYWOOD RATE=$/SHEET; LUMBER RATE=$/MFBM
APPLIES FOR NON-STORE PRODUCT TYPES ONLY.

 

The percentage is applied to individual products on the receipt according to the system setup.

 

Enter the rate.

 

[F2] to bypass.

 

[F3] to return to previous field.

 

[Enter] to accept displayed default value.

 

[F2] to bypass.

 

[F3] to return to previous field.


TRUCKER
ENTER TRUCKER CODE ('S'=SHIPPED BY SUPPLIER; 'P'=PICKED UP, F5=INQUIRY).

 

This field is only applicable if there is a freight charge.

 

Enter shipper code.

 

The program will generate an A/P accrual for the specified supplier for the amount entered in the FREIGHT field.

 

 

[Enter] to restore previous value.

 

"S" to indicate shipped by receipt supplier.

 

"P" to indicate a pick up.

 

[F2] to bypass.

 

[F3] to return to previous field.

 

[F5] to display list of supplier codes for selection.

 

BROKERAGE$

 

When you are receiving with a PO this field displays the value indicated on the PO. When you are receiving without a PO this value defaults to $0. You can change the value to indicate different fees.

 

Enter the dollar amount.

 

The program prorates all dollar value charges against each detail line of the receipt.

 

 

[Enter] to accept displayed default value.

 

[F2] to bypass.

 

[F3] to return to previous field.

 

BROKER
ENTER BROKER'S SUPPLIER CODE.

 

This field is only applicable if there is a brokerage charge.

 

Enter broker's code.

 

The program will generate an A/P accrual for the specified supplier for the amount entered in the BROKERAGE field.

 

 

[Enter] to restore previous value.

 

[F2] to bypass.

 

[F3] to return to previous field.

 

[F5] to display list of supplier codes for selection.


EXCHANGE $/%
EXCHANGE DOLLARS OR RATE? ('$'=DOLLARS, '%'=RATE, CR='%', F2=NONE).

 

This field is only applicable if a currency exchange is required.

 

"$" to set a dollar amount.

 

Enter the amount.

 

The program prorates all dollar value charges against each detail line of the receipt.

 

 

[F2] to bypass.

 

[F3] to return to previous field.

 

"%" to set a rate.

 

The program defaults to the exchange rate set in the A/P currency file.

 

Enter desired rate.

 

[Enter] to accept displayed default value.

 

[F2] to bypass.

 

[F3] to return to previous field.

 

[Enter] to accept displayed default value.

 

[F2] to set value to 0.

 

[F3] to return to previous field.

 

OTHER$

 

When you are receiving with a PO this field displays the value indicated on the PO. When you are receiving without a PO this value defaults to $0. You may change the value to indicate different charges.

 

Enter the dollar amount.

 

The program prorates all dollar value charges against each detail line of the receipt.

 

 

[Enter] to accept displayed default value.

 

[F2] to set value to 0.

 

[F3] to return to previous field.


Receipts Posting Completed Header Example display:

┌────────────────────────────────────────────────────────────────────────────────┐
│06/03/07             ***** INVENTORY RECEIPTS POSTING *****                     â”‚
│────────────────────────────────────────────────────────────────────────────────│
│RECEIPT#  000059     RECEIPT DATE 06/03/07               FREIGHT   $     50.00  â”‚
│TYPE      R REGULAR  <---------PAYMENT TERMS---------->  TRUCKER        SILVER  â”‚
│P.O.#     100081     100 % NC DUE 07/20/07 DIS 00/00/00  BROKERAGE$      25.00  â”‚
│SUPPLIER  ACKLA          %    DUE          DIS           BROKER          BUROF  â”‚
│PACK SLIP 2345           %    DUE          DIS           EXCHANGE  %      1.30  â”‚
│                                                         OTHER$          15.00  â”‚
│────────────────────────────────────────────────────────────────────────────────│
│  SUB-TOTAL      FREIGHT    BROKERAGE     EXCHANGE        OTHER           TOTAL â”‚
│     863.25        50.00        25.00        12.07        15.00          965.32 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SEQ   PRODUCT          QUANTITY UNIT       PRICE          DISC            TOTAL â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SUPPLIER: ACKLANDS                                                              â”‚
│────────────────────────────────────────────────────────────────────────────────│
│** OK SO FAR? (CR IF OK; F3 TO BACKUP; F4 TO BYPASS):                           â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** OK SO FAR? (CR IF OK; F3 TO BACKUP; F4 TO BYPASS):

 

[Enter] to continue to detail line processing.

 

[F3] to re-enter header data.

 

[F4] to abort receipt.

 

When receiving without a PO the program advances to the SEQ field of the first line of detail entry where you can begin entering data (see FIELDS - DETAIL LINE ENTRY & MODIFICATION, SEQ). When receiving with a PO the program displays all of the detail lines of the PO and you have the option of accepting the receipt as displayed or adding additional detail lines.

 

Receiving with a PO Example display:

┌────────────────────────────────────────────────────────────────────────────────┐
│06/03/07             ***** INVENTORY RECEIPTS POSTING *****                     â”‚
│────────────────────────────────────────────────────────────────────────────────│
│RECEIPT#  000059     RECEIPT DATE 06/03/07               FREIGHT   $     50.00  â”‚
│TYPE      R REGULAR  <---------PAYMENT TERMS---------->  TRUCKER        SILVER  â”‚
│P.O.#     100081     100 % NC DUE 07/20/07 DIS 00/00/00  BROKERAGE$      25.00  â”‚
│SUPPLIER  ACKLA          %    DUE          DIS           BROKER          BUROF  â”‚
│PACK SLIP 2345           %    DUE          DIS           EXCHANGE  %      1.30  â”‚
│                                                         OTHER$          15.00  â”‚
│────────────────────────────────────────────────────────────────────────────────│
│  SUB-TOTAL      FREIGHT    BROKERAGE     EXCHANGE        OTHER           TOTAL â”‚
│     863.25        50.00        25.00        12.07        15.00          965.32 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SEQ   PRODUCT          QUANTITY UNIT       PRICE          DISC            TOTAL â”‚
│────────────────────────────────────────────────────────────────────────────────│
│0010  305110                  1 EA       534.500 EA                      534.50 â”‚
│0020  301080                  5 BOX         .750 BOX                       3.75 â”‚
│0030  273120                  1 EA       325.000 EA                      325.00 â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                 *** INTEGRATING PURCHASE ORDER LINE '0030' ***                 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│** ACCEPT RECEIPT? (PRESS CR TO ACCEPT; F3 FOR MORE LINES): _                   â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** ACCEPT RECEIPT? (PRESS CR TO ACCEPT; F3 FOR MORE LINES):

 

[Enter] to accept receipt.

 

You are returned to RECEIPT# field where you can modify the displayed receipt or process another entry. See FIELDS - HEADER ENTRY.

 


[F3] to add more detail lines to receipt.

 

See FIELDS - DETAIL LINE ENTRY & MODIFICATION.

 

 

 

FIELDS - DETAIL LINE ENTRY & MODIFICATION

 

SEQ
PRESS CR FOR NEXT; F2 TO DISPLAY; F4 TO END.

 

Enter existing line number to delete.

 

The following prompt displays.

 

 

** PRESS CR TO CONTINUE; 'D' TO DELETE:

 

[Enter] to not delete line and return to SEQ field.

 

"D" to delete the line.

 

The line is deleted without further warning and the prompt returns to the SEQ field.

 

 

[Enter] to begin new line with next sequential line number.

 

[F2] to display existing detail lines.

 

** ENTER STARTING SEQ# (CR FOR FIRST; F4 TO END):

 

Enter line number to begin display.

 

[Enter] to begin display at first line.

 

[F4] to return to receipt display.

 

[F4] to complete the receipt.

 

The program takes you to the RECEIPT# field of the next receipt where you can begin data entry for another receipt (see FIELDS - HEADER ENTRY), or exit to the Batch Register Options menu by pressing [F4] again.

 

 

PRODUCT

 

Enter desired product code to receive.

 

Alternatively, you can enter a product QUICK CODE, UPC CODE, or LOGICAL CODE.

 

 

>> THIS PRODUCT DOESN'T HAVE 'XXXXX' AS A SUPPLIER - ADD? (Y/N): N
   PRESS F5 FOR INQUIRY BY SUPPLIER'S PROD CODE ''.

 

This message indicates the product code entered is not normally supplied by the supplier specified on the PO header.

 

[Enter] to accept default value "N".

 

"N" to not add item to supplier's list.

 

You can still receive the product and it will not be added to list of products normally supplied by the supplier.

 


"Y" to add the item to the supplier's list of normally supplied items.

 

The following prompt displays.

 

 

** ENTER SUPPLIER'S PRODUCT CODE

 

Enter supplier's code for product if you know it.

 

[Enter] to add product without a supplier code and continue.

 

[F2] to display next product code for supplier specified on PO header.

 

By using [F2] and [F3] you can step through a supplier's complete list of products and codes one by one, selecting those you want to receive.

 

 

[F3] to return to previous field.

 

[F5] to search for product codes.

 

See 30974 - PRODUCT CODE INQUUIRY.

 

 

[F12] to access Inventory Options menu for additional product options.

 

INVENTORY OPTIONS SELECTION MENU

┌───────────────────────────────────────┐
│     ***** INVENTORY OPTIONS *****     â”‚
│                                       â”‚
│   MAINTENANCE OPTIONS                 â”‚
│      1 * Product & Inventory          â”‚
│      2 * Supplier/Product Costing     â”‚
│      3 * Product Pricing              â”‚
│      4 * Product Location Maint       â”‚
│      5 * Security Tag Maint           â”‚
│                                       â”‚
│   CONTRACT PRICING                    â”‚
│     11 * Flyer/Contract Maintenance   â”‚
│     12 * Flyer Event Control          â”‚
│     13 * Reset All Flyers             â”‚
│                                       â”‚
│ ** ENTER SELECTION (F4 TO END): ____  â”‚
│                                       â”‚
└───────────────────────────────────────┘
** ENTER SELECTION (F4 TO END):

 

"1" to access product and inventory maintenance.

 

See 31013 - PRODUCT & INVENTORY MAINTENANCE.

 

 

"2" to access supplier and product costing maintenance.

 

See 31026 - SUPPLIER/PRODUCT COSTING.

 

 

"3" to access product pricing maintenance.

 

See 31020 - PRODUCT PRICING.

 

 

"4" to access product location maintenance.

 

See 31019 - PRODUCT LOCATION.

 

 

"5" to access security tag maintenance.

 

See 31021 - SECURITY TAG MAINTENANCE.

 

 

"1""1" to access contract pricing maintenance.

 

See 31006 - CONTRACT PRICING.

 

 

"1""2" to access flyer event control.

 

See 31007 - FLYER EVENT CONTROL.

 

 

"1""3" to access flyer clear/reset maintenance.

 

See 31005 - CLEAR/RESET All FLYERS.

 

 

[F4] to return to Purchase Order Maintenance menu.

 

QUANTITY
AVAILABLE UNITS OF MEASURE: (LB; BOX; XXX; ETC)

 

Enter quantity received.

 

The program will display the available units of measure; select a quantity based on the appropriate unit. If the product has only one unit of measure, the QUANTITY field defaults to that unit. Units of measure for various product types are as follows.

 

 

STORE AVERAGE (SA), STORE MARKUP (SM), SERVICE PRODUCT (SE)
1 = BASE UNIT OF MEASURE as defined for the product.
2 = ALTERNATE 1 UNIT OF MEASURE as defined for the product.
3 = ALTERNATE 2 UNIT OF MEASURE as defined for the product.

LUMBER (L)
1.MFBM  2.LIN  3.FBM  4.PIECES  5.PACK

PLYWOOD (P)
1.SHEETS  2.MSF  3.SQFT 4.PIECES  5.PACK

GYPROCK (G)
1.SHEETS  2.MSF  3.SQFT 4.PIECES  5.PACK

INSULATION (I)
1.BAGS  2.MSF  3.SQFT  4.PIECES

 

"1", "2", "3", "4" or "5" to select associated unit of measure.

 

The following prompt is applicable when unit of measure PACK is selected for LUMBER type products only. This allows you to select from the available pieces per pack defaults or to enter a different number of pieces per pack. See 31013 - PRODUCT & INVENTORY MAINTENANCE.

 

 

** ENTER NUMBER OF PIECES PER PACK OR SELECT OPTION BELOW:
1. 100/PACK  2. 150/PACK  3. 200/PACK

ENTER PIECES PER PACK

 

Enter number of lumber pieces per pack.

 

The quantity will be converted to PIECES and a description will be appended to the product description: (1.00 PACKS AT 150 PIECES/PACK).

 


SELECT OPTION

 

"1", "2" or "3" to select associated pieces per pack displayed.

 

[F3] to return to previous field.

 

UNIT

 

Enter product unit of measure.

 

The program will display the units of measure applicable to the product for selection.

 

 

[Enter] to accept  displayed default value.

 

PRICE
LAST COSTS:  F5= F6= F7= F8= F9= F10

 

Enter cost per unit of measure.

 

[Enter] to accept displayed value.

 

This is the supplier cost for the "quote" unit, if it exists.

 

 

[F3] to return to previous field.

 

[F5] to accept supplier cost for base unit.

 

[F6] to accept supplier cost for alt 1 unit.

 

[F7] to accept supplier cost for alt 2 unit.

 

[F8] to accept last cost for base unit.

 

[F9] to accept last cost for alt 1 unit.

 

[F10] to accept last cost for alt 2 unit.

 

Options are displayed only if the associated costs exist for the product.

 

 

DISC

 

Enter percentage discount, if applicable.

 

[Enter] to bypass.

 

TOTAL

 

The program calculates and displays the total value of the line received.

 

PRESS CR TO UPDATE; F3 TO BACKUP; F4 TO BYPASS: _

 

[Enter] to accept detail line.

 

The cursor moves to the SEQ field of the next detail line.

 

 

[F3] to re-enter data in line.

 

[F4] to delete detail line.

 

The cursor moves to the SEQ field.

 

 

After you complete each detail line the system returns you to the SEQ# field where you have the option of adding more detail lines or completing the receipt.

 

** CR=CONTINUE, H=MODIFY HEADER, M=MODIFY LINES, D=DELETE, P=PRINT, L=LABELS: _

 

[Enter] to accept receipt and begin another receipt.

 

"H" to modify receipt header fields.

 

"M" to modify receipt detail lines.

 

"D" to delete receipt.

 

"P" to print receipt.

 

"L" to print price labels for products being received.

 

This option is available only if your system is configured to print labels from the inventory receiving program.