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Receiving

Overview

SalesPad Cloud's Receiving module is where receipts are generated and purchase orders are received. For more information on creating and editing purchase orders, please see our Puchases documentation.  

To get started, click the Receiving icon on the left-hand side of the screen.

Navigation Menu
Create a Receipt

To create a receipt from the Receiving screen, click New Receipt in the upper right-hand corner of the screen. 

Select a vendor from the Vendor dropdown to start creating your purchase receipt.

Give your purchase receipt a description in the Description field, then add line items to your purchase receipt in the Line Items tab. Don't forget to select a location for your inventory. 

Note: Changing the Location on a purchase receipt will open a prompt, asking if you'd like to roll the new Location down to all of the line items.

To assign serial/lot numbers to a serial/lot tracked line, first select the item, then click the eye icon in the Qty column to enter the serial/lot numbers (hover the cursor over the Qty cell to reveal the eye icon).

The Receiving Assignment drawer will appear. Enter your serial/lot information into this drawer and click Done to close the drawer.

For a quick view of current discount and shipping amounts on your purchase receipt, reference the relevant data field at the bottom of the screen.

To spread the amount in the Shipping Amount field or the Discount Amount field on the purchase receipt, check the corresponding box on the right-hand side of the document header. The spread cost calculation takes each line's relative extended cost to all of the other spread-cost supported lines' extended cost, in order to determine how much of the neat spread should be applied to it. After each application, the remaining extended cost and net spread is used to recalculate how much should be applied to the next spread-cost supported line.

The Spread Cost Supported field on the Item card controls which items can have cost spread when the box is checked on the receipt. This field must be checked or unchecked prior to creating the receipt. If the field is updated after that item is on a receipt, you can either void the receipt and create a new one or delete the item and add it back to the receipt.

If you need to pay a separate vendor for shipping when processing a purchase order, select that vendor from the Freight Vendor dropdown.

Selecting a freight vendor will create a separate vendor bill in QuickBooks Online that is only associated with the cost of shipping. This will allow you to separate your payments to your item vendor for the items purchased from your freight vendor for the cost of freight.

When you're finished filling out your purchase receipt, click the Post Document button in the upper-right hand corner of the screen.

Choose a post date from the Post Receipt window and click Post to post the purchase receipt. 

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Purchase Receipt Tabs

The bottom of each purchase receipt contains tabs that utilize a variety of features. 

Note: Any grid that appears inside a tab is searchable and customizable just like your main Inventory grid.

  • Line Items - See Create a Receipt for details on this tab
  • Linked - Shows any purchase orders linked to this receipt; you can link or unlink purchase orders by clicking the appropriate button at the top of the tab (check the box next to the purchase order you wish to unlink for access to this Unlink Selected Purchase Order button)
  • Audits - Audits purchase receipt activity
  • User Fields - Displays any user defined fields associated with this purchase receipt
  • Landed Costs - Displays any landed costs associated with this purchase receipt

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Search for a Receipt

Once you’ve opened the Receiving module, you will see a grid displaying your existing receipts.

There are several ways to search for a receipt. Before you begin your search, though, decide whether or not you want voided or posted receipts to be displayed in your search results. Check the boxes just to the right of the search bar accordingly.

To search for a specific receipt by number, simply type the number (or partial number, if you don’t know the exact number) into the search bar located just above your grid.

You can also search each column in your grid. To reveal the auto filter row for your columns, click the gray ellipses found just below the column headers.

Enter your search criteria into whichever auto filter row is most useful for your particular search.

Certain receiving columns, such as Transaction Date, also offer dropdown options in the auto filter row.

If the column you’d like to search is not visible in your grid, click the Columns button in the upper right-hand side of the screen.

Clicking this button reveals the Edit Columns drawer. Check the boxes for columns you want visible and uncheck the boxes for those you’d rather not see.

The Reset Columns button in the Edit Columns drawer will restore your grid to its default view, and the Clear Column Filters button will clear any search criteria you have currently entered into the auto filter row.

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Receipt Status

To view the status of items on a receipt, add the Status column to your Line Items grid.

For a brief explanation of each status, click here:

Receipt Status

Open - The receipt is waiting to be posted

Posting - The receipt is in the process of being posted

Posted - The receipt has been posted

Historical - The receipt has been transferred or completed, but not posted to QuickBooks Online

Void - The receipt has been voided


 

Once all the line items on a receipt have the same status, that status will appear in the upper right-hand corner of the sales document. 

Note: The Open status does not appear in the upper right-hand corner of the sales document. 

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Printing Labels and Emailing Transactions
Printing a Label 

To print labels for the inventory items invovled in a receipt, open the receipt and click the Printer icon near the transaction header. 

Note: To print labels only for certain items on the receipt, check the boxes next to those items before clicking the Printer icon.

This brings up the Print screen. Check the box next to Item Label, or click the + button to design your own label.

Note: See our Report Designer documentation for more information on designing labels. Choose the ItemMaster Report Type when designing a new label. 

Once you've selected the labels you want to print, click Print in the bottom right-hand corner of the screen.

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Emailing a Transaction

To email a copy of the receipt, click the Email button next to the transaction header. 

This brings up the Email Transaction screen. From here you can select a report to send, choose a template to base your email off of, and enter the content and contact information for your email.

When you've filled in the necessary information, click Send Email in the bottom right-hand corner of the screen to send the email. 

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Receive a Purchase Order 

To receive a purchase order, click Receive Purchase Order in the upper right-hand corner of the screen. 

Select the vendor and purchase order from the dropdowns in the pop-up window that appears, then click Receive.

SalesPad Cloud will generate a purchase receipt for the purchase order. Modify the purchase receipt if necessary. If you want to process multiple purchase orders one a single receipt, there are two options:

  • Per Purchase Order
  • Per Line Item

Per Purchase Order

If you'd like to quickly add all of the line items of a purchase order to the purchase receipt you're currently processing, click the Receive Purchase Order button, then select a purchase order. All of the non-received line items on the purchase order will be added to the receipt.


Per Line Item

If you'd like to take a more granular approach, manually add line items to a purchase receipt, click the icon in the Purchase Order Num column, then select a purchase order. Once a line item is linked to a purchase order, processing the receipt will mark the corresponding purchase order line(s) as Received.

Note: If you do not see the purchase order number column, you may have to add it. Click the Columns button, located just above the right-hand corner of the line item grid, then select Purchase Order Num.

Once the purchase receipt has been filled out, click Post to post the purchase receipt, doing so will add the line items to your inventory, as well as create a vendor invoice. 

 

Note: The purchase order is not considered received until the receipt is posted.  You can void the receipt and start over if needed.  Once the purchase order is fully received, it will automatically become read-only and marked as Posted.   

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Create a Receipt from a Purchase Order

To create a receipt from a purchase order, open the purchase order and click Receive Purchase Order in the upper right-hand corner of the screen.

Confirm that you want to receive the purchase order in the window that appears. 

You will be redirected to the purchase receipt. For more information on purchase orders, please review our Purchases documentation.

Note: If you use dropship purchase orders, you can receive them to create the vendor bill in QuickBooks Online. Receiving a dropship purchase order will not increase your inventory. There is a dropship account setting in the Inventory section of your SalesPad Cloud System Settings that will be affected by receiving a dropship purchase order.

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Create Vendor Bills Separately

By default, vendor bills are automatically generated when a receipt is posted in SalesPad Cloud. It may be more convenient for you, though, to wait to generate the vendor bill, or to combine multiple receipts into a single vendor bill. For instance, if you receive multiple shipments from a certain vendor per month, but the vendor only sends you one invoice at the end of the month, you might prefer to only send one bill combining all receipts once you've received that invoice.

If you prefer to create vendor bills separately, there are a couple options to choose from. 

To start, navigate to System Settings and find the Automatically Generate Vendor Bill setting, located in the QuickBooks Online Import Settings section. Choose the Never or Prompt option if you don't want a vendor bill to be automatically generated whenever you post a receipt. The Prompt option will give you the opportunity to create a vendor bill when a receipt is posted via a pop-up, and the Never option has no pop-up associated with it.

Note: Make sure you select an account for the Default Purchase Clearing Account setting in System Settings (found under Company Settings) to use for the separately generated vendor bills. 

Receipts that have been posted in SalesPad Cloud but haven't had a vendor bill generated for them yet are labeled with a "Received" status in the Receiving grid. Once a receipt is posted, a journal entry is sent to QuickBooks Online. A receipt with a Received status has not had a vendor bill generated for it yet. 

To generate a vendor bill from a posted receipt, either open the receipt and click Generate Vendor Bill in the upper right-hand corner of the receipt, or select the receipt from the Receiving grid and select the Generate Vendor Bill option from the More Actions dropdown.

You can also generate a single vendor bill for multiple receipts by selecting the those receipts from the Receiving grid and using the More Actions dropdown option.

Once they've been generated in SalesPad Cloud, a vendor bill (VINV documents in the Receiving grid) will be labeled with an "Open" status. This means that the vendor bill has not been posted, and therefore no vendor bill exists in QuickBooks Online. After the vendor bill has been posted and the integration to QuickBooks Online runs, the vendor bill's status will change to "Posted."

The receipt used to generate the vendor bill will be labeled with a "Invoiced" status. 

One of the advantages of combining multiple receipts into a single vendor bill is that after the purchase receipt is posted and item quantities are brought into your inventory, the vendor invoice bill allows you to easily update the costs of those items. 

Additionally, document numbers for vendor bills can be manually set. This can be useful if you want the vendor bill's number to match the document number of the invoice from your vendor.

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QuickBooks Online Integration Notes

For a complete summary of QuickBooks Online integration details, click here.

Purchasing Transactions
In SalesPad Cloud, there are two types of purchasing transactions: purchase orders and purchase receipts. SalesPad will only send posted purchase receipts to QuickBooks Online, which will show up as a vendor bill. Purchase orders will never sync to QuickBooks Online. The vendor bill will show the account lines but will not populate the item lines. The account lines will be based on each line item received, using the asset account specified either on the item master or in the company setup. The description of each line will show the item received, the quantity received, the unit cost, and the unit of measure used for that line on the receipt. 

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  1. Kayako Admin

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