Purchasing & Inventory - Receiving and Invoicing Purchase Orders

How to Receive and Invoice a Purchase Order

Receiving Center

• Go to Receiving > Receiving Center or click Receiving Center button to open the Receiving Center screen
• Search for and double-click the Purchase Order to be received
• Enter the quantities that is received in the Quantity column as per Fig.1.  The quantities are pre-populated with quantities from the Purchase Order, but may need to be changed when actually received

• Enter the Receiving Date as needed
• Enter the Delivery note Reference 
• During month end, select the Posting Period. The two options are Current Period and Inventory Period.  This drop-down is only available during month end

Fig.1 - Receiving screen, enter quantities

• Description of column headers in receiving screen grid:

 

Field	Description
Line No.	The line number for a given product.
Vendor Product #	The Vendor Product Number assigned to the product for that particular vendor.
Product No.	The Adaco Product Number.
Description	The description of the product.
Attributes	This field is pulled from the retail information of the product.
Quantity	The Quantity being received.  Pre-populated from the Purchase Order, but can be edited as needed..
Receiving Unit	The unit of the product quantity being received.
Vendor Price	The Price of the product being received.  Pre-populated from the Purchase Order, but can be edited as needed.
Purchase Price Unit	The unit on which the Vendor Price is based on.
Purchase Info	The Purchase Info is pulled from the same field in the Product Details screen and is displayed here.
Received Cost	The total of the received cost of the product. Calculation: Qty x Price = Received Cost
Rate Schedule	The Rate Schedule assigned to the product.  This field can be edited at receiving.

Rate tab

The Rates tab is used to access existing rates from products, or add additional rates as needed in the receiving to balance an invoice.

• Click Advanced Options at the bottom of the screen and select the Rates tab as per Fig.2
• Click Add Rate
• In the Rate Code list, select the rate needed
• In the Rate Amount box, type the amount of the rate
• If needed, in the Rate Basis box, type in the amount of rate that is based on a specified total

Note: Negative amounts for an adjustment that reduces the value of an order (such as an invoice discount) can be entered in the Rate Amount field as well.

 

Fig.2 - Advanced Options, Rates tab

 

Invoice tab

• Click Advanced Options at the bottom of the screen and select the Invoice tab as per Fig.3
• Click Add Invoice
• Type: select the Invoice Type
• Number:  type vendor's invoice number
• Document Reference: type a second reference, such as a delivery note number, if needed
• Invoice Amount:  type the amount from the vendor's invoice (this is typically the gross amount noted on the invoice, including any VAT and delivery charges)
• Invoice Date:  type the date from the invoice
• Exported: visible in Receiving Correction
• Attachment:  attach items as needed

• To adjust the value in Adaco, one or more of the following can be done, depending on why there is a difference:
  • Change the quantity that was delivered
  • Change the unit price where it does not match the unit price charged by the supplier
  • Change the VAT rate applied to a product (click in the Rate Schedule column next to a product to select a different VAT rate)
  • For differences that don’t apply to any one specific product such as delivery charges, discounts or small rounding errors, apply a new Rate to the order which will either increase or decrease the value of the order so that it matches the supplier’s invoice

Comments tab

• Click Advanced Options at the bottom of the screen and select the Comments tab as per Fig.4
• In the Vendor Ratings list, select the appropriate ratings for this receiving
• In the Comments list, enter any additional comments regarding this receiving

PO Comments tab

• Click Advanced Options at the bottom of the screen and select the Comments tab as per Fig.5
• Click the Printer icon to print the Comments log

Fig.5 - Advanced Options, PO Comments tab

Posting the Receiving

• Click Post

Fig.6 - Posting the Receiving with Receiving Verify report