The receipting process allows you to recogise the receipt of the goods or services that you have purchased which then creates a requirement to pay for your accounting system. You can either receipt directly from the invoice or in two steps by receipting from a packing slip initially before receipting the invoice.
To receipt a purchase order got to the Cost Contril module, select Ordered Purchase Orders node, then select the order that you wish to receipt and right click then select Receipt Order.
The first step in the process is to decide if you are receipting from a packing slip or an invoice.
Invoice - when you receive the suppliers invoice receipt it against the purchase order.
Packing Slip - this allows you to record that you have received the goods or services but does not create a payment requirement. You would use this if you wanted to have a process where you record items received on site then process the invoice.
Select the radio button to choose Invoice or Packing Slip.
Then enter the Invoice or Packing Slip Number and either the invoice date, or the receipt date. Then press Create Receipt.
This creates a Receipt and copies any outstanding items from the purchase order into it. You can edit the items, add additional items (like freight), or delete items that were not received.
Invoice Receipts
You can save an Invoice Receipt and come back to work on it later but locating it in the Invoice No. Entered node under Receipts in the Cost Control Module.
If the invoice is ready for payment press the Post to Job Costs button. . This pops a confirmation message, press okay to proceed. This changes the receipt status to Posted, and creates and actual cost records which appear in the Actual node in the Costs section.
Packing Slip Receipts
If the receipt is a Packslip Receipt save and close it. The receipt will now appear in the Packing Slip Entered node under Receipts. When the invoice arrives enter the invoice number and date, check the cost and quantity and Post to Job Costs.
Delete Job Cost Posting
You cannot edit a posted receipt. If you find an error and need to make a change you can delete the posting by pressing the Delete Job Cost Posting button. This deletes the actual cost information and sets the receipt back to In Progress. You can now continue as per normal.
Receipts remain editable until they are exported to the your accounting system.
Variations
Often the first you know about a possible variation is when the invoice arrives in the office. biscoPro allows you to create a variation quote directly from the receipt so that the project manager can deterimine if the variation is chargable to the client or not.
Pressing the Create Variation button creates a quote copying the details from the receipt into it. From here if the customer accepts the variation it creates a variation budget for the project, if the customer declines then the cost will go against the original project budget.
View Source
Clicking the View Source button will open the document that the current document is based on. In the case of a receipt it will be the Purchase Order.
. This pops a confirmation message, press okay to proceed. This changes the receipt status to Posted, and creates and actual cost records which appear in the Actual node in the Costs section.
