Receipts

Form ID: (IN301000)

Note: This form is available only if the Inventory feature is enabled on the Enable/Disable Features (CS100000) form.

You can use this form to create, view, and edit receipts, which you can save with the On Hold or Balanced status and release.

The processing of receipts depends on certain settings on the Inventory Preferences (IN101000) form. By default, receipts are saved with the On Hold status if the Hold Documents on Entry check box is selected. Receipt totals are validated on entry if the Validate Document Totals on Entry check box is selected. When a receipt is released, its transactions will be posted to the General Ledger if the Automatically Post on Release check box is selected.

For more information about receipts, see Inventory Transactions.

Form Toolbar

The form toolbar includes standard buttons and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands can be shown as buttons on the form toolbar, as commands on the More menu, or in both places. These commands are listed in the following table in alphabetical order.


Command	Description
Hold	Changes the status of the receipt to On Hold. You click this button when you want to make changes to the receipt or to pause its processing.
Inventory Edit Details	Navigates to the Inventory Edit Details (IN611000) report.
Inventory Item Labels	Navigates to the Inventory Item Labels (IN619200) report.
Inventory Register	Navigates to the Inventory Register (IN614000) report.
Release	Initiates the release of the receipt, which changes its status to Released.
Remove Hold	Changes the status of the receipt from On Hold to Open. You click this button when the receipt is ready for further processing.

Summary Area

In the Summary area, you can select an existing receipt by its reference number or specify summary information about a new receipt.


Element	Description
Reference Nbr.	The unique reference number of the receipt, which the system automatically assigns according to the numbering sequence selected for receipts on the Inventory Preferences IN101000) form.
Status	The current status of the receipt. The following options are available: On Hold:The receipt is a draft and can be edited. Receipts with this status cannot be released. Balanced: The receipt data has been validated by the system and the receipt can be released. It also can be modified or deleted, but changes can be saved only if the receipt is balanced. Released: The receipt has been released and cannot be edited or deleted.
Hold	A check box that you select to give the receipt the On Hold status. Clear the check box to save the receipt with the Balanced status. The Hold check box is selected for new receipts by default if the Hold Documents on Entry check box on the Inventory Preferences form is selected.
Date	The date when the receipt was created. All transactions included in this document will have this transaction date. You can enter only a date that corresponds to a financial period that has been generated on the Master Financial Calendar (GL201000) form. If the date that you enter belongs to a financial period that has not yet been generated in the system—for example, for a date in the distant future or past—the system will display an error message, and you will not be able to save the document.
Post Period	The financial period to which the transactions recorded in the document should be posted.
Transfer Nbr.	The transfer number for the receipt operation. (Enter this number only if the two-step transfer operation is performed.)
External Ref.	The external reference number of the inventory receipt (for example, the reference number used by the vendor).
Description	A brief description of the receipt or its transactions.
Total Qty.	The total quantity of items to be received.
Control Qty.	The control quantity of items specified in the receipt. The user enters this value manually to confirm the total quantity of inventory items received as compared to the automatically calculated quantity of inventory items included in this document. If the Control Qty. and Total Qty. values do not match, the system generates a warning message and the document cannot be saved. Control Qty. is available only if the Validate Document Totals on Entry option is selected on the Inventory Preferences form.
Total Cost	The total cost of the inventory items received. The system automatically calculates this value as a sum of all extended cost values of all received inventory items listed in the Details tab of this form.
Control Cost	The total cost of the inventory items to be received. The user enters this value manually to confirm the total cost as calculated automatically for the document. If the Control Cost and Total Cost values do not match, the system generates a warning message and the document cannot be saved. Control Cost is available only if the Validate Document Totals on Entry option is selected on the Inventory Preferences form.

Details Tab

This tab has a table with the transactions included in the receipt.

Table 1. Table Toolbar
The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.
Button	Description
Line Details	Opens the Line Details dialog box, from which you can define subitems, locations, lot or serial numbers, quantities, and expiration dates for the inventory item received. This button is available if at least one of the following features is enabled on the Enable/Disable Features (CS100000) form: Multiple Warehouse Locations, Inventory Subitems, or Lot and Serial Tracking. Important: The Inventory Subitems check box has been removed from the Enable/Disable Features form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your MYOB support provider.
Add Item	Opens the Inventory Lookup dialog box so that you can add items to the receipt.

Table 2. Table Columns
Column	Description
Branch	The branch where the inventory item is received.
Inventory ID	The identifier of the inventory item received. Inventory items are maintained on the Stock Items (IN202500) form.
Subitem	The subitem code for the inventory item received at this warehouse. To specify subitems of the received goods, click the Line Details action on the table toolbar. If for an item multiple subitems were specified, the column displays <SPLIT>. This column is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features (CS100000) form. Important: The Inventory Subitems check box has been removed from the Enable/Disable Features form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your MYOB support provider.
Warehouse	The warehouse where the inventory item is received. This column appears only if the Multiple Warehouses feature is enabled on the Enable/Disable Features form.
Location	The warehouse location where the inventory item is received. This column appears only if the Multiple Warehouse Locations feature is enabled on the Enable/Disable Features form.
Quantity	The quantity of the received inventory item (in the unit of measure indicated below).
UOM	The unit of measure of the received inventory item.
Unit Cost	The cost of a unit of the received inventory item.
Ext. Cost	The extended cost of the received inventory item. An extended cost is calculated automatically as the unit cost multiplied by the quantity (or amount) of item that was received.
Lot/Serial Nbr.	The lot or serial number of the received inventory item. To specify the lot or serial numbers of the received item, click the Line Details action on the table toolbar. If multiple serial or lot numbers should be specified, the column displays <SPLIT>. This column appears only if the Lot and Serial Tracking feature is enabled on the Enable/Disable Features form.
Expiration Date	The expiration date of the received inventory item. This column appears only if the Lot and Serial Tracking feature is enabled on the Enable/Disable Features form.
Reason Code	The reason code for the receipt transaction.
Cost Layer Type	The type of the cost layer affected by the inventory transaction in the row. The following options are available: Normal (default): The cost layer for inventory transactions that are not related to project tracked by quantity and cost. This option is used if the non-project code is selected in the line, or if the selected project has the Track by Location or Track by Project Quantity option selected on the Inventory Tracking box on the Summary tab of the Projects (PM301000) form. Project: A project-specific cost layer for inventory transactions which are created for project items. This option can be used only for projects that have the Track by Project Quantity and Cost option selected on the Inventory Tracking box on the Summary tab of the Projects (PM301000) form. This column appears only if the Project-Specific Inventory feature is enabled on the Enable/Disable Features form. For more information, see Project Inventory Tracking: Item Availability Tracking.
Project	The project with which this receipt line is associated, or the code indicating that this receipt line is not associated with any project. The non-project code is specified on the Projects Preferences (PM101000) form. The column is available if the Project Accounting feature is enabled on the Enable/Disable Features form and the integration of the Projects module with Inventory has been enabled. That is, the IN check box must be selected in the Visibility Settings section on the Projects Preferences (PM101000) form.
Project Task	The particular task of the project with which this receipt is associated. If you select a project that has the default project task, this task is automatically populated in the column. The column is available if the Project Accounting feature is enabled on the Enable/Disable Features form and the integration of the Projects module with Inventory has been enabled. That is, the IN check box must be selected in the Visibility Settings section on the Projects Preferences (PM101000) form.
Cost Code	The cost code with which this document is associated to track project costs and revenue. The column is available if the Cost Code feature is enabled on the Enable/Disable Features (CS100000) form in addition to the integration of the Projects module with Inventory.
Description	A brief description of the receipt transaction.

Table 3. Line Details Dialog Box
By using this dialog box, you can view how the specified on the line quantity of the item is distributed between locations, subitems, lot or serial numbers or you can generate and assign lot/serial numbers to the specified quantities of the stock item if relevant or you can assign warehouse locations for the specified quantities of the item or assign subitems. Whether lot or serial numbers should be generated when the item is received or used depends on the Assignment Method option selected for the lot/serial class of the item on the Lot/Serial Classes (IN207000) form.

This dialog box is available if at least one of the following features is enabled on the Enable/Disable Features form: *Sales Order to Purchase Orders Link*, *Multiple Warehouse Locations*, *Inventory Subitems*, or *Lot Serial Tracking*.

Important: The Inventory Subitems check box has been removed from the Enable/Disable Features form because the functionality associated with the *Inventory Subitems* feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your MYOB support provider.

The Line Details dialog box includes the following elements.
Element	Description
Unassigned Qty.	The quantity of the inventory item that has no lot or serial numbers assigned.
Quantity to Generate	The quantity of the inventory item for which lot or serial numbers should be generated.
Start Lot/Serial Number	The lot or serial number to be used as a start number. This element appears only if the Lot and Serial Tracking feature is enabled on the Enable/Disable Features form.
Generate	A button that you click to initiate the generation of lot or serial numbers. This button appears only if the Lot and Serial Tracking feature is enabled on the Enable/Disable Features form.
The dialog box includes a table with the following columns. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.
Subitem	The subitem for the inventory item received, if subitems are used in your system. This column is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features form. Important: The Inventory Subitems check box has been removed from the Enable/Disable Features form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your MYOB support provider.
Location	The location in the warehouse. This column appears only if the Multiple Warehouse Locations feature is enabled on the Enable/Disable Features form.
Lot/Serial Nbr.	The serial number of the unit of inventory item or the lot number of the quantity of inventory item received. This column appears only if the Lot and Serial Tracking feature is enabled on the Enable/Disable Features form.
Quantity	The quantity of the stock item with the same subitem code and the same lot number. It is 1 for items with a serial number.
UOM	Read-only. The unit of measure (UOM) for the specified quantity of the stock item.
Expiration Date	The expiration date of the specified quantity of the stock item. This column appears only if the Lot and Serial Tracking feature is enabled on the Enable/Disable Features form.
Inventory ID	The inventory ID of the item.
The dialog box has the following button.
OK	Saves the records generated.

Table 4. Inventory Lookup Dialog Box
You use this dialog box to view the item availability information for various warehouses and warehouse locations (if the *Multiple Warehouse Locations* feature is enabled in your system) and to add the required quantity of the item to the document. To find an item, you can type a string from its inventory ID in the Inventory box.

The dialog box has a Selection area and a table with items that meet the criteria you specify.
Element	Description
Inventory	The identifier of a particular item whose information you want to view. Leave the box blank to filter information by other criteria or type a string from the item's inventory ID to find the item.
Barcode	The barcode of the item to be listed. Leave the box blank to filter information by other criteria.
Item Class	The item class of the items whose information you want to view. Leave the box blank to view information on items of all classes.
Show Available Items Only	A check box that you select if only items whose available quantities are greater than zero should be listed in the table.
Subitem	The subitem code. Leave the box blank to view information on items with different subitems. This box is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features form. Important: The Inventory Subitems check box has been removed from the Enable/Disable Features form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your MYOB support provider.
Warehouse	The warehouse where the item are stocked. Leave the box blank to view items from all warehouses. This box is available for selection only if the Multiple Warehouses feature is enabled on the Enable/Disable Features form.
Location	The location in the warehouse. Leave the box blank to view items in all locations. This box appears only if the Multiple Warehouse Locations feature is enabled on the Enable/Disable Features form.
The table in the dialog box has the following columns.
Included	An unlabeled check box that, if selected, indicates that the item of inventory has been chosen to be added to the document.
Qty. Selected	The quantity of sales units of the stock item (under the specified inventory ID and subitem code) that you want to add to the document.
Site	The warehouse where the items are stocked. This column appears only if the Multiple Warehouses feature is enabled on the Enable/Disable Features form.
Location	The location in the warehouse. This column appears only if the Multiple Warehouse Locations feature is enabled on the Enable/Disable Features form.
Inventory ID	The stock item by its inventory ID.
Subitem	The subitem code for the particular size, color, or other variation of the product. This column is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features form. Important: The Inventory Subitems check box has been removed from the Enable/Disable Features form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your MYOB support provider.
Description	The description of the item with the specified inventory ID and subitem code.
Base Unit	The unit of measure used as a base unit for the stock item.
Qty. Available	The available quantity of this item at the specified warehouse and location.
Qty. on Hand	The quantity on hand of this item at the specified warehouse and location.
The dialog box has the following buttons.
Add	Adds the selected items.
Add & Close	Adds the selected items and closes the dialog box.
Cancel	Cancels the changes and closes the dialog box.

Financial Tab

The Financial tab displays the reference number and the branch of the batch generated upon release of the receipt.


Element	Description
Batch Nbr.	The reference number of the batch generated for the receipt. Click the number to open the Journal Transactions (GL301000) form and view the details of the transactions.
Branch	The branch receiving the goods.
Currency	The currency ID of a base currency. This box appears only if the Multiple Base Currency feature is enabled.

Manufacturing Tab

This tab displays the reference number and branch of the batch generated upon release of the inventory receipt if the receipt was created on forms related to production management. For these receipts, the Description box in the Summary area contains Production Transaction.

This tab is displayed only if the Manufacturing feature is enabled on the Enable/Disable Features (CS100000) form.


Element	Description
MFG Batch Nbr	This is a link to the production management transaction that created the inventory receipt. Clicking on the link opens the source form.
MFG Document Type	This identifies the source form that created the receipt and will be the batch number created by using the Materials (AM300000) or Labor (AM301000) form.