Receive items

Available in Microsoft Office Accounting Professional 2008 only.

When you receive items ordered from a vendor before you receive the bill, you can create an item receipt in the Receive Items form.

Office Accounting 2008 can save you time by automatically entering a preferred vendor name on an item receipt. For more information, see About preferred vendors.

 Tip   If you frequently create item receipts that have the same field or line item information, you can save an item receipt as a template that you can reuse. For more information, see Create a recurring document.

Do one of the following:

  • If you sent a purchase order to the vendor, create an item receipt from the purchase order. Otherwise the purchase order stays in the system until you void it.

ShowHow?

  • Do one of the following:

ShowStart from the item receipt.

  1. On the Vendors menu, click Receive Items.
  2. On the Item Receipt form, select the vendor.
  3. Follow the instructions in the Select a Purchase Order dialog box.
  4. Click OK.
  5. Check that the quantity received is correct; if not, correct it.
  6. Do one of the following:
    • On the toolbar, click Save and Close.
    • To create another item receipt, click Save and New.

ShowStart from the purchase order.

  1. On the Vendors menu, point to Vendor Lists, and then click Purchase Orders.
  2. Double-click the purchase order.
  3. On the toolbar, click Receive Items.
  4. Enter the information on the Item Receipt form.
  5. Check that the quantity received is correct; if not, correct it.

 Note   If any line item on the purchase order contains a negative quantity, it is not carried over, and you have to add the line item to the item receipt.

  1. Do one of the following:
    • On the toolbar, click Save and Close.
    • To create another item receipt, click Save and New.

 Note   The price on the purchase order appears on the item receipt. If the price on the bill is different, you can correct it when you enter the bill.

  • If you did not send a purchase order to the vendor, create a new item receipt.

ShowHow?

  1. On the Vendors menu, click Receive Items.
  2. Enter the information on the Item Receipt form.
  3. Do one of the following:
    • On the toolbar, click Save and Close.
    • To create another item receipt, click Save and New.
    • To save the item receipt as a template that you can reuse, click Recurring.

When you receive items, the item receipt is posted to the pending item receipts account, as well as the inventory asset account. You can see the transactions on the Company and Financial report and the Transaction Detail by Account report. When you enter the bill, the item receipt is taken out of the pending item receipts and inventory asset accounts, and the vendor bill is posted to the accounts payable and inventory asset accounts.

 Note   You can customize the Item Receipt form.

ShowHow?

  1. To add, remove, or reorganize columns in the list, on the View menu, click Modify Layout.
  2. Follow the instructions in the Modify Layout dialog box.
  3. Do one or more of the following:
    • To add a column, click a field name in the Available fields list, and then click Add.
    • To remove a column, click a field name in the Show these fields in this order list, and then click Remove.

 Note   Fields with an asterisk (*) cannot be removed.

  • To change the order in which the fields appear, click a field name in the Show these fields in this order list, and then click Move Up or Move Down.
  1. Click OK.
 
 
Applies to:
Accounting 2008