1. Document Type
First, choose the type of document you wish to use to create a receiving invoice.
In the Goods | Receiving | Document menu, choose or click on the desired
document.
You can also choose a document by clicking on a shortcut - the icon can be found in the toolbar.
2. Creating a New Document
In the
Command Bar
click on the
New Record 
button. This will open a new document
that will be used to create a receiving invoice.
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Because the program always sets itself to the last
document created, you must click on the New Record button after choosing a document type when you wish to create a new
document. |
3. Data Entry
3.1. Entering Data about a
Supplier or Third Party
First, enter the supplier or third party. When you enter the Supplier, this information also appears in the
Carrier field. If the supplier
and the third party are not the same, the Carrier field must also be completed.
The names of both fields can be set in the
Document Types settings.
The partner's name is entered in the Supplier or Third Party field by
typing the first letters of the partner's name. The program will automatically
generate a list based of partners previously entered in the
Subjects register:
You can also find a partner's name using advanced criteria
through the Find Subject function (Ctrl+S).
If you would like to enter a partner that
is not listed in the Subjects register,
open the Subjects register by clicking on the
button. You
may now enter a new subject.
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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. |
3.2. Document Numbers and Dates; Confirming a Document
The program automatically generates document numbers. 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
Subjects register),
and a series of question marks, which the program will automatically change into
a serial number once the document has been approved. The length of the document
number format can be set in the Administration Panel.
Dates can be manually entered by clicking on the Date field, or selected from a calendar, which will appear if you click on the
drop down arrow.
- Receiving: the date your warehouse will
receive the items and thus increase its inventory;
- Invoice Reception: The date
the invoice will be received;
- VAT:
The date the document will be filed in tax records.
The current date is
the default for all three date fields.
Once a document has been created, it can be approved by checking the
box. The document is now ready for further processing in the general ledger and
tax records. Authorizations can be used to prevent other users from altering
approved documents.
3.3. Entering Data in the Document Header
Choose a Department from the Subjects register (the same way you selected a
supplier or third party); you can also set a default department in the
Document Types settings. The department entered in the header will automatically
appear in the document's lines.
You are not required to enter a department.
The Purchase, Currency, Days and Due Date,
Text,
Delivery Term and Place, Origin, and Payment Method
fields are also completed through the Subjects
register. The Central Bank Rate
is taken from the exchange rates of the Bank of Slovenia - the middle exchange
rate for the current date as entered in the Administration Panel - Exchange Rate Date
(Administration Panel | Settings | Goods | General)
is used. The default entry in the Triangular Operation field is 0, no triangular
operation. This information can also be changed or entered in the document
itself.
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. The names of fields for related documents can be set in the
Document Types
settings.
The Responsible field can be filled in, but the Clerk
field cannot be changed.
3.4. Destination Warehouse
The Destination Warehouse constitutes a very important piece of
information within the document. This is where you designate the warehouse which
will receive the goods and materials in question. A default receiving warehouse
can be set in the
Document Types settings, and can be altered or changed in the receiving
document.
4. Entering Lines
Using the mouse,
click on the Item or Name field, depending on whether you wish to search by
item or by name. Items can be found by item or by name by typing the first
letters of the item or name you wish to find. The program will automatically
generate a list of items based on items previously entered in the
Items
register.
You can also find an item using advanced criteria through the Find
Item
function (Ctrl+F).
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If the item you wish to enter is not in the
Item Settings, you must
first enter it. Open the Items register
by double clicking the ID or Name field to 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 entered in the Items register, or
will be calculated. Of
course, you can also
change the specific parameters of individual lines.
Use the
key to move between columns and the
cursor key to move to a new row.
5. Value Bar
5.1. Document Note
Double click the Document Note field to enter notes. Text entered here will appear on the
printout of the
receiving document.
5.2. Value Information
Fields marked in grey are automatically calculated by the program and cannot
be changed.
6. Printing a Receiving Document
When you have created a receiving document, you can print it by clicking on
the Receiving Slip, Detailed Receiving Slip, or Purchase Calculation
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, Detailed Receiving Slip, or Purchase Calculation
button and
select the desired form.
General Function:
Related Topics: