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 charged
0 Catering, where setting up the line by quantity does
not quite fit.
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.
Log in to webBASIS
Select the
Administrator
Menu
Select
Select the
The
Purchasing
Purchasing
Menu
Menu
When you know the PO
Number
Select the
Purchase
Orders Link
Select the
last search
for POs if
you know
the PO
number
you are
looking for.
Select the
Action of
Browse
PO Lines
for
Receiving
Now
select
the PO
number
Notice that this PO has an unmatched Receiving entry, 2 unmatched Invoice entries and
one unmatched Credit entry. If the Receiving entry you want to enter matches one of the
Invoice 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.
Receiving Entry
Invoice
Entries
By Selecting the New entry, you will have the following screen available for entering
Your 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
Once you have validated your information you will have a Save button available. Select
the Save button to save your Receiving entry.
Once you have saved the entry, you will receive the following message. If you have
More receiving entries to create, simply press the Return key; otherwise you can
Logoff or go back to the Administrator Menu for other options.
How to Match a Receiving
Entry to an Invoice Entry
How to Match a Receiving
Entry to an Invoice Entry
when Receiving by Dollars
Below is a blanket PO with an Invoice entry. Since this is a $ receiving
Line, the Receiving entry must be matched to the Invoice entry.
In this example, Line 1/Entry 10 was selected. This is an Invoice entry made by A/P. The
Receiving 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.