What is an Item Receipt?
Item Receipts are the acknowledgment of Received Goods into Inventory. If XoroERP’s warehousing system is enabled, it can be automatically generated when an ASN is closed. Otherwise, they can be directly converted from Purchase Orders and they can also be entered manually.
Once an inventory item is saved to an Item Receipt, its on-hand quantity is increased. Item Receipts from the same Vendor can be merged and can be converted into Bills once they are finalized.
Creating an Item Receipt
An item receipt is automatically generated once an ASN is received and closed. You can find the item receipt in the Item Receipt Centre.
You can use the Item Receipt module to create and edit item receipts.
The item receipt contains the details of the purchase, such as the store, the vendor, the item(s), and the amount payable.
Item Receipt Header Fields
Receipt
Select Store
This field shows the store where the items are received.
Receipt
Date
This is the date on which the items were received.
Receipt
Select Account
This field displays the account payable for the order.
Receipt
Exchange Rate
If the receipt is for a foreign vendor, the exchange rate can be captured here.
Receipt
Packing Slip#
Enter the packing slip # from the vendor here.
Receipt
Total
This field captures the total amount of the item receipt.
Receipt
Select Vendor
Select the vendor you are purchasing from. Click for more details on the selected vendor.
Receipt
Project/Class
Select a project or class to associate this item receipt with.
Other Info
Vendor Tax Code
This field allows you to select the tax code for the vendor. If there is a default tax code associated with the vendor, this field should already be fetched once a vendor is selected. Changing this allows you to apply a different tax code to all the items in the item receipt.
Other Info
Select Buyer
This field allows you to choose the Customer (if any) for whom the purchase order is being placed.
ASN Info
ASN Number
This field displays the ASN Number associated with this item receipt.
ASN Info
Created At
This field displays the date and time of ASN creation.
ASN Info
Created By
This field displays the user who created the ASN.
ASN Info
PO#
This field displays the purchase order associated with the item receipt.
ASN Info
Receipt Datetime
This field displays the date and time of item receipt creation.
ASN Info
Store
This field shows the store where the items are received.
ASN Info
Status
This field displays the status of the ASN.
Custom Fields
Custom Fields
This section allows you to enter data in the custom fields defined for the item receipt entity. This feature provides the flexibility to capture and store additional information relevant to the item receipt.
Footer
Memo
This field captures any notes or any additional information added to the purchase order.
Footer
Address
The address of the vendor is captured in this field. If the "Enable Vendor Address Update from Purchase Order, Item Receipt and Bill modules" app config is enabled, users will see a “Update Address in Vendor” toggle option when editing vendor address details. If users update the vendor address and enable this toggle, the changes will be automatically reflected in the associated vendor’s master record.
Item Receipt Details Fields
Items
Amount
Displays the calculated amount, which is the result of (Unit Price * Qty+Tax Amount-Disount).
Items
Description
This is an editable input field that displays the description of the item.
Items
Discount
This field allows you to apply a discount to the item.
Items
EUP
Indicates the Effective Unit Price for the item after discount.
Items
Expense Account
This fields allows you to select the account from which the money will be debited.
Items
Item#
The unique identifier for the item.
Items
Item Type
This field specifies the type of item, such as inventory, non-inventory, etc.
Items
Landed Amount
This is the total cost for acquiring all total item quantity, including the cost of shipping/freight.
Items
Landed Unit Cost
This is the total cost for acquiring a unit of item, including the cost of shipping/freight.
Items
PO#
If this item was received on a PO (through the warehousing system or converted directly), its number will be listed here.
Items
Project/Class
This field allows you to select a project or class to associate with the item line.
Items
Qty
This is an editable input field that specifies the quantity of the item.
Items
Status
This field displays the status of the ASN associated with this item receipt.
Items
Tax
This is the tax code of the item.
Items
Tax Amount
Displays the calculated tax amount for the item.
Items
Title
This field captures the title of the product.
Items
Unit Cost
This is an editable input field that allows you to edit the unit cost for the item.
Items
Uom
Specifies the unit of measure for the item (liter, unit, kilogram, etc.).
Items
Vendor Part#
This field captures the vendor part number added onto the purchase order.
Expense
Account
Select an account for adding an expense line.
Expense
Tax
Select a tax code for adding an expense line.
Expense
Amount
Enter an amount here for adding an expense line.
Expense
Project/Class
Select a project or class to associate this expense line with.
Expense
Memo
This field allows you to add any additional information or notes, if required, for adding an expense line.
Item Receipt Options
Header Level Options
Convert To Bill
Use this option to convert the item receipt to bill, which you can then pay.
Convert Selected Lines To Bill
Use this option to create a bill for selected lines of the item receipt.
Add PO Lines
Allows you to add an item line in the item receipt from other PO(s) of the same vendor.
Add To Email Queue
Places the item receipt in the email queue for sending at a later time.
Show Transactions
Show the Journal Transactional View for the item receipt.
Show Audit Trail
Shows the activity log or a detailed history of all the changes, actions, and interactions related to the itemm receipt.
Void
Use this option to void the item receipt.
Line Level Options
Batch Unit Cost
Allows updating unit cost for multiple line items at once.
Batch Discount
Allows applying discounts in bulk to multiple line items.
Batch Apply Custom Price
Provides sub-options for applying custom prices to multiple line items, including standard unit price, standard unit cost, and up to fourteen custom price options.
Sorting Item Receipt Items
Beside the Options menu in the details section of the item receipt, there is an option to sort the items. To sort the items, click on the "Sort By" option and select how you want to sort the items.
Sorting Options
The sorting options available include:
Item Number: Arrange items either in ascending or descending order based on their item numbers.
Total Price: Sort items based on their total price, helping you quickly identify high-value transactions. (Please note that this sorting option is unavailable in transfer orders as these orders do not involve pricing.)
Quantity: Arrange items by quantity, aiding inventory management and tracking fulfillment.
Item Receipt Reconciliation
When you receive inventory, you may be charged for shipping, freight, customs, and duty in addition to your existing Purchase Order.
Item Receipt Reconciliation allows you to reconcile the cost of these additional charges with the cost of the newly received items. This ensures the average cost is as accurate as possible, reflecting your true revenue.
When doing a reconciliation, you can choose to add the additional cost to the vendor bill, create a separate expense bill, or generate a liability that can be converted to a bill later on. Refer to this article to learn about the item reconciliation process.
Merging Item Receipts
Xoro provides you with the ability to merge Item Receipts. This allows you to combine multiple receipts into a single receipt, which can then be converted into a Bill. This can be useful in situations where you receive multiple shipments of goods from the same vendor but want to keep track of them as a single transaction in your system.
You can merge the item receipts from the Item Receipt Centre. Select the Item Receipts that you want to merge and go to Options > Merge.
You will be asked to select the primary receipt. Choose the desired Receipt and press OK.
Voiding an Item Receipt
Voiding an item receipt involves changing all the inventory item quantities to zero, deleting any non-inventory items, and removing any additional charges.
To void an item receipt, first, undo the reconciliation (if any) by clicking on "Undo Reconcile".
Then, you can proceed to remove the inventory items. To do that, click on the item's quantity, which will open the "Add/Change Item Receipt Qty" screen. From there, select the location and choose the quantity to "Pick".
Once all item lines have been successfully removed, navigate to the "Options" menu and select "Void" to complete the process of voiding the item receipt.
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