4. Receive from an Invoice

Receive from an Invoice

Print Invoice/Receiving Recap

Correct an Invoice

Receive from an Invoice

Step 1 - Click the Receive button on the Quick Launch and the following form will be displayed:

Order That Has Been Delivered By A Vendor - Choose this option to Receive an order that was previously entered in the system. This will be the most commonly used selection.
Transferred-In From Another Warehouse – Choose this option when you are Receiving from a School or Central Warehouse.
Ad-Hoc Receiving (No Order Or Transfer Exists) – Choose this option to Receive an order that was not previously entered in the system. Permission is needed to use this option.
Items Received From A Purchase Order – Choose this option to Receive from a list of all items that have been awarded in the Bid Process of this program.

Step 2 - When receiving from an Order that has been delivered by a vendor, the following form will display all pending orders:

Step 3 - Click the BACK button to return to the RECEIVE options.

Step 4 - Select the row containing the order you wish to receive.

Step 5 - Click the FINISH button and the following screen will list all items that were ordered:

Information with a grey background cannot be changed.

Step 6 - Enter the Receive Date (this should match the date on the invoice or delivery ticket).

Step 7 - Enter the Invoice Number shown on the delivery ticket or invoice.

Step 8 - Click the Checked button if the quantity received matches the quantity ordered.

Step 9 - If the received quantity is different than the ordered quantity, change the Quantity to the amount received and click the Checked button.

As quantities are changed, the Purchase Total (calculated) shown at the bottom will be adjusted.

Step 10 - Enter the Purchase Total (Listed) at the bottom of the invoice or delivery ticket.

This total must be entered and must agree within pennies of the Purchase Total (Calculated) before the received order can be saved.

Step 11 - Click the Check All button to mark all of the items in the list as being received.

Step 12 - Click the Remove button to remove the item highlighted from the list.

Step 13 - Click the Add Item button to add items that have been awarded on the Bid Contract.

Step 14 - Click the Add Special button to add items to the list when the items are not on a bid. This feature will require special permission from the Central Office.

Step 15 - Click the OK button to save the changes and receive the items quantities. This will increase the quantities on-hand in inventory.

Print Invoice/Receiving Recap

The Invoice Receiving Recap is a good cover sheet to attach to invoices submitted to the District Central Office.

Step 1 - Select Reports > Inventory > Invoice/Receiving Recap and the following screen will be displayed.

Some Districts send in invoices daily, weekly, or monthly. Please contact your Central Office to determine which dates should be selected.

Step 2 - Select the Date-Range Filter and click the Ok button.

Once the report has been printed, assemble the invoices in the order listed on the report and verify the vendor, invoice number and invoice total is correct. Attach the report to the invoices and submit to your Central Office.

Correct an Invoice

Step 1 - To correct an invoice that has already been received in inventory, select Actions > Review Receiving and the following screen will be displayed:

Step 2 - Select the Received On Or After date and the Received On Or Before date and press the Enter key. Invoices received within the date range will be listed.

Step 3 - Select the Invoice you wish to correct and click the Edit button. The following screen will be displayed:

Step 4 - Correct the Receive Date, Invoice Number, and/or Comments. If that is all that needs to be corrected, click Ok button to save and close the screen, otherwise continue.

Step 5 - If the item listed is the wrong item, select the Item and click the Remove button at the bottom of the screen.

Step 6 - Select the Item to be corrected and click the Edit button at the bottom and the following screen will be displayed:

Step 7 - The only changes that can be made on this screen, is the Commodity Ref#, the Brand, the QuantityReceived, and the Cn Label (this would apply to "Add Special" items).

Step 8 - Make the changes and click the Ok button. You will be returned to the previous screen.

Step 9 - If changes were made the Quantity Received, the Purchase Total (calculated) will be adjusted and you will be required to change the Purchase Total (Listed) at the bottom.

These totals must agree within pennies before the received order can be saved.

Step 10 - Change the Purchase Total and click Ok.

When you change a Received Item, it WILL affect what you have in inventory.
If you reduce the amount received and you have issued this item, then this change could make this item have a negative inventory balance or a "ghost inventory".
If the invoice was reduced, run Actions > Inventory Reconciliation to see if any items were changed to negative values or "ghost inventory".
If items are listed, click the Reconcile button. If items still remain in the list, contact Central Office\ immediately.