0Processing Dollar ($) Receiving entries using webBASIS

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 charged0 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

SelectThe PurchasingMenu

Select the Purchasing

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 andone unmatched Credit entry. If the Receiving entry you want to enter matches one of theInvoice 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.

InvoiceEntries

Credit

Receiving Entry

By Selecting the New entry, you will have the following screen available for enteringYour 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 haveMore 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 $ receivingLine, 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. TheReceiving 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.