1. Select a Document Type

First, select the receiving document type that you would like to use to create a receiving invoice. In the Goods | Receiving | Document menu, select the desired document type.

You can also open the document type by clicking the shortcut in the quickbar (of course, you first have to set the shortcut).

2. Creating a New Document

To create a new customer, click the New Record button in the taskbar. This will open a new document for creating a receiving invoice.

Because the program always sets itself to the last document created, you must click the New Record  button after choosing a document type when you wish to create a new document.

3. Entering Data

1. Entering Information about the Primary Subject and Third Party

First, enter the Supplier or primary subject. When you enter a supplier, this information is also filled in in the adjacent field (3rd Party). If the Supplier and Third Party are different, you must also enter information for the third party.

A partner's name is entered in the Supplier or 3rd Party field by typing the first letters of the partner's name. The program will automatically generate a list of subjects based on subjects previously entered in the Subjects register.

If you would like to enter a subject that is not listed in the Subjects register, open the Subjects register by clicking the button. Enter the new subject in the Subjects register.

If the subject you wish to enter is not in the Subjects register, you must first enter it. Use the   button to open the Subjects register and enter a new subject.

2. Enter the document dates, the department, the purchase from method, the currency, the payment method, and the due date of the document in the header.

Now enter dates. Dates can be manually entered by clicking on the Date field, or they can be selected from a calendar, which will appear if you click the drop down arrow.

• Receiving: The date at which the items in the document were received at the warehouse.
• Invoice Received: The date that the invoice was received.
• VAT Date: The VAT date. This is the date that serves to file the document in tax records. By default, this is the same as the Invoice Received date. It can be manually edited if needed.

By default, the program will enter the current date in all three fields.

Number of receiving document The number of the receiving document. It is automatically generated by the program. A number is made up of a two digit code for the year, a code for the type of document (identical to that found in the Document register), and a series of question marks, which the program will automatically change into a serial number once the document has been approved.

Department The department to which the receiving document pertains. Select the department from the Subjects register (the same way that you entered a primary or third party in the document). A default department can also be entered in the Document Types settings. You are not required to enter a department.

The Purchase from, Currency, Payment method, and Due date (Days to pay) fields are automatically filled in from the Subjects register. This information can also be changed or edited in the document.

4. Entering Lines

Using the mouse, click on the Item or Name field, depending on whether you wish to search by ID or by name. Items can be found by item ID or by name by typing the first letters of the ID or name you wish to find. The program will automatically generate a list of items based on items previously entered in the Items register.

If the item you wish to enter is not in the Items register, you must first enter it. Double click the ID or Description column of a line to open the Items register and enter a new item.

When you have selected the desired item, enter the quantity in the Quantity column. All other information will be automatically entered by the program on the basis of parameters selected in the register, or it will be calculated. Of course, you can also change specific parameters in individual document lines.

Use the ENTER key to move between columns and the down cursor key to move to a new row.

5. Value Bar

1. Enter line notes, text, delivery method, delivey terms, delivery place and linked documents.

Double click the Document Note field to enter notes.

In the Linked Document 1 or 2 fields, the number and date of documents linked to the receiving invoice you are creating can be entered.

2. Value Bar

Fields marked in grey are automatically calculated by the program and cannot be changed.

If you received an invoice in a foreign currency, the exchange rate (Bank of Slovenia, central rate) for the currency entered for the subject (supplier) in the Subjects register will be entered in the Central Bank Rate field. The exchange rate can also be maually entered or changed.

The Clerk field can be filled in. The current user is automatically entered in the Created by field, and cannot be changed.

6. Printing a Receiving Document

When you have created a receiving document, you can print it by clicking the Receiving Slip button. By default, the latest form of the invoice will be printed.

If you would like to print out a different form of the invoice, right click the Receiving Slip button and select the desired form.