0 processing dollar ($) receiving entries using webbasis
TRANSCRIPT
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0Processing Dollar ($) Receiving entries using webBASIS
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Dollar ($) Receiving
There are instances when you will setup your PO line to perform receiving by dollars ($) instead of by quantity. The PO line must also be setup to perform $ receiving. (placing a $ sign in the Unit of Measure field on PO line) Some common examples are:
0 Blanket POs (All blankets are setup to perform $ receiving.0 Maintenance contracts where the amounts may vary on how
much is being charged0 Catering, where setting up the line by quantity does not quite
fit.
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Things to Remember
0 If you have a line setup to perform $ receiving, multiple lines may not be received on at one time.
0 Each $ line must be received on individually.
0 The $ amount received and invoiced, must match ‘exactly’ and include any tax (except use tax, which is not included), freight, and misc. amounts.
0 If an invoice has been entered by A/P, then if your receiving entry corresponds with that invoice, you must ‘match’ your receiving entry to the invoice entry.
0 Make sure that you setup the line to perform $ receiving. If the line was setup to perform qty receiving and you receive by $, the system interprets that to be quantities, which could inflate your receiving entry.
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Log in to webBASIS
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Select the Administrator
Menu
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SelectThe PurchasingMenu
Select the Purchasing
Menu
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When you know the PO Number
Select the Purchase
Orders Link
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Select the last search for POs if you know
the PO number you are
looking for.
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Select the Action of Browse
PO Lines for
Receiving
Now select the PO
number
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Notice that this PO has an unmatched Receiving entry, 2 unmatched Invoice entries andone unmatched Credit entry. If the Receiving entry you want to enter matches one of theInvoice entries, then you would select the appropriate Line/Entry; otherwise select the
‘New’ line entry to create a new Receiving entry.You also have links to view the images of the Invoices that have been entered by A/P.
InvoiceEntries
Credit
Receiving Entry
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By Selecting the New entry, you will have the following screen available for enteringYour Receiving entry. Select, the Action to Receive, type in your Received Amount, the Date Received, a Ticket Number if you have one, and a Comment if you want to
add one.
Once you have entered your information
press the Validate button
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Once you have validated your information you will have a Save button available. Select the Save button to save your Receiving entry.
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Once you have saved the entry, you will receive the following message. If you haveMore receiving entries to create, simply press the Return key; otherwise you can Logoff or go back to the Administrator Menu for other options.
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How to Match a Receiving Entry to an Invoice Entry
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How to Match a Receiving Entry to an Invoice Entry
when Receiving by Dollars
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Below is a blanket PO with an Invoice entry. Since this is a $ receivingLine, the Receiving entry must be matched to the Invoice entry.
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In this example, Line 1/Entry 10 was selected. This is an Invoice entry made by A/P. TheReceiving entry is being matched to it. You notice that the Invoiced Amount of 510.15 is not modifiable. Your only option is to Approve the entry, if applicable.