Creating a Receiving Document

If you need to receive items that you didn’t order, you can skip the ordering stage and create a receiving document from scratch.

Note: To create a receiving document without a pre-existing purchase order, Force PO System to Create New PO needs to be set to No. This setting is on the Other tab of the System Controls screen.

To create a receiving document

1. Select PO & Receiving from the Inventory menu. The PO System screen appears.

2. Click the Receiving Documents tab.

3. Click Add. The Lookup screen appears.

4. Look up the vendor who sent you the shipment. The Receiving Document screen appears.

Note: You can change the vendor for a receiving document until you complete the receiving.

5. If you have it, type the reference number for the receiving.

6. For each item that you’ve received, click Add and look up the item or scan its bar code. For more information, see Looking Up Inventory Items or Entering Bar Codes on Purchase Orders and Receiving Documents.

7. For each item that you’ve added to the receiving document, do the following:

a. Type the quantity.

b. Change the price (your cost) if needed.

Note: If you’re ordering items in bulk, such as valve stems, TireMaster can calculate the cost for each item. For more information, see Calculating an Item’s Per-Unit Cost.

c. Change the federal excise tax if needed.

Note: Depending on how the control Use Next FET for POS/Receivings is set, the FETax column displays either the average cost of an item’s federal excise tax or the FET used the last time the item was received.

8. Complete the following shipping and handling information:

a. In the FOB area, select Source if you will pay for freight or Destination if the vendor will pay for freight.

b. If you have it, type the contact person’s name.

9. Click Receive. The following message appears: “Do you want to price this RD now?”

Note: Depending on how the system controls are set, you might be required to add a reference number if you haven’t already.

10. Do one of the following:

If you want to price the items now, click Yes. The Vendor Invoice screen appears, and you can price the items. For more information, see Pricing Items on a Receiving Document.
To price the items later, click No and print the receiving document. The receiving document is added to the Receiving Documents tab on the PO System screen.

11. Close the PO System screen.