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.

Please note that the Item Receipt is not payable. Convert the item receipt into the bill to make the payment.

Item Receipt Header Fields

Section	Field	Description
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

Section	Field	Description
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

Field	Description
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

Field	Description
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.

Please Note: Only the item receipts with the same "Vendor" and "Store" can be merged.

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.