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Receiving Document Header
Receiving Document Header
Receiving Document Header
Header of receiving includes the most important data about the document: supplier, second person (linked with business), number and dates of document and other important information:
| Supplier (Primary subject) |
Select the supplier to whom payment will be made for the goods from Subjects register. This is the subject to which payables will be posted in the subject accounts/general ledger. You can also find a supplier by its tax number, if you've entered a tax number in the Subjects register. |
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This button will open the Subjects register, where you can enter a subject that has not been entered in the Subjects register. |
| Forwarder (3rd party) |
An additional business subject. By default, this is the same as the primary subject, which is why the program will automatically enter the data from the Supplier panel in this panel . You can change the information in this field if you would like to use a Supplier/freight forwarder combination, etc.
If you fill in this panel first, the program will automatically enter the information in this panel in the adjacent panel (Customer or primary subject). |
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This button will open the Subjects register, where you can enter a subject that has not been entered in the Subjects register. |
| Contact |
You can select a contact person for both subjects (primary subject and 3rd party). The program takes contact persons form the list of contact persons in the Subjects register. By default, the program will enter the first contact person from the list. Of course, you can also select a different person from the lookup list or enter the data manually.
Only contact persons with "Active" status will appear in the lookup list. |
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The names of these two panels that will appear in actual documents can be entered in the Document Typessettings. The names that will appear in reports of a documents can be set in the Report Types settings. |
| Receiving |
The date of the receipt of the goods. This is the date that will be shown as the date of receiving on the warehouse card. |
| Invoice Receiving |
The invoice receiving date is required for the VAT report in the ledger of received invoices. For the purchase type Import, it has to be same as the VAT date. With imports from third countries where these two dates are not the same, the program displays an IRIS message: 4680 Date of receiving has to be same as VAT date!. |
| VAT |
The date for VAT. The program uses this date in VAT records to determine which tax period the document belongs in. |
| Number |
The unique number of the document: a two-digit code for the year, a three-digit code for the type of document (same as in the Document Types register), and a six-digit consecutive number.
The number is created automatically by the program and cannot be changed. For entering of deleted documents and for setting the consecutive number counter use the function for inserting documents.
By double-clicking the number of the document, you will open the Document Types settings to the document type with which the document was created.
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| Approved |
Check this box when the document is confirmed (signed) by an authorized person.
The data on value in confirmed document cannot be changed! With valuation by average prices, refresh movements will not change the valuation price of confirmed documents!
Costing cannot be changed in a confirmed document. If you try, the program will display an error (see Document is already confirmed! You cannot correct the calculation anymore!).
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As the date of the document in the general ledger, you can enter the date of the packing slip, the date you received the invoice, or the dates of linked documents. Use the date of receiving of the invoice for the VAT records and to determine in which tax period the document belongs.
You cannot select an invoice automatic posting until it is approved (by the default settings!)
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 Department |
Select a department if you would like to link the issue with a department, cost center, profit center, etc. within the company. The program will look for a default department in the following order:
- If a default department has already been entered in the Document Type settings, this department will be entered here.
- If the document contains movements that are automatically created by work orders and a default department has not been entered in the Document Types settings, the department in the work order will be entered here.
- If none of the above apply, the department that the clerk logged into the program belongs to will be entered here.
The department entered here will be automatically entered in the document lines.
If department has been changed, there a message appears Do you want to change department on all positions?
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| Purchase |
The default sales type from the supplier's entry in the Subjects register, which can also be changed. The method for searching for tax tariffs depends on the purchase type. Correct purchase type is also of crucial importance for correct VAT records! |
| Currency |
The default currency from the settings. If you have selected the default value for this customer in the supplier's entry in the Subjects register, it will be used instead. A different currency can also be selected from the Currencies register. |
| Payment method |
The default payment method from the supplier's entry in the Subjects register. It can be changed if needed by selecting a different payment method from the Payment Methods register. |
| Days |
Number of days to the due date for payment. This data is entered by default from the supplier's entry in the Subjects register! |
| Due by |
By default, the basis for the calculation of the due date is the date of the issue of the invoice. A different base for the calculation can be selected in Program Parameters | Goods | General. The due date is the date of document + the number of days in the Days field. The Due Date and Days fields are connected: changing one will change the other. |
| Linked Document 1 |
The number and date of linked document 1.
You can enter the number and date of two linked documents. The purpose and name of these documents can be set in the Document Types setttings.
If needed, you can tranfer the dates and numbers of the linked documents to the subject accounts/general ledger when automatically posting.
Linked document 1 is most commonly used for the number and date of the supplier's packing slip.
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| Date |
The date of linked document 1. |
| Linked Document 2 |
A second linked document can be entered the same way you entered linked document 1. |
| Datum |
The date of linked document 2. |
| Origin |
The origin (the country of the recipient of the goods) from the Countries register. The ISO code of the desired country is entered in this field (for field 8 of the Intrastat). By default, the program will enter the ISO code of the supplier's country. |
| Pay. Meth. |
The default payment method from the supplier's entry in the Subjects register. If needed, you can select a different payment method from the Payment Methods register. |
| Text |
The default text for this customer from the supplier's entry in the Subjects register. |
| Delivery |
The default delivery method from the supplier's entry in the Subjects register. You can also select a different delivery method from the Delivery Methods register. |
| Terms and Place |
When exporting goods:
- enter delivery terms from the Delivery Terms register;
- enter the destination or place of delivery (depending on the terms) from the Postal Zones register.
Default delivery terms and place are taken from the supplier's entry in the Subjects register.
Delivery terms and place can also be transferred from an import SAD.
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| Triang. Tr. |
Select a type of Triangle Transaction. By default, 0 - not a Triangular Transaction is entered in this field.
In an issue invoice, you can select one of the following statuses:
1 - Supplier of goods
2 - Intermediary
This information is important for:
- Intrsastat forms. Transactions of type 2 are not recommended for Intrastat forms. If you attempt to add this type of invoice to an Intrastat form, the program will display an error
- Imports. If you select a 3rd party for the goods, the movement will be recorded in field 26 of the DDV-O form. See Self-taxiation with Imports for an example.
- VAT accounting, VAT ledgers, and VAT summary reports after 1.1.2008.
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| Clerk |
The person responsible for the document. Depending on the settings that you've entered, the program will either enter the user logged into the program or the responsible person entered in the supplier's entry in the Subjects register.
The settings in the Program Parameters will determine whether or not this field can be changed.
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| Created By |
By default, this is the user logged into the program. The Created by field cannot be changed. |
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