Field descriptions: Purchase receipt

This page describes the fields for the Purchase receipt page. The fields are listed in alphabetical order.

Field Description
Number The number can be added manually when you create a purchase receipt, if not, it is generated automatically. Once generated, it cannot be modified.
Status

The receipt status. This status changes automatically and can be:

  • Draft when created.
  • Tax calculation failed when the automated tax calculation results in an error.
  • Posting in Progress when the financial system you are integrating with is waiting to respond.
  • Posting Error when you do not select the correct dimensions, for example, a supplier does not exist on the financial system you are integrating with. It could also be because either Sage Distribution and Manufacturing Operations or the financial system you are integrating with is having technical issues.
  • Received when all of the lines are received.
  • Partially invoiced when some, but not all, of the lines are invoiced.
  • Partially returned when some, but not all, of the lines are returned.
  • Invoiced when all lines are invoiced.
  • Returned when all lines are returned.
Field Description
Receiving site The selected receiving site. Its primary address displays on the Receiving tab.
Supplier The selected supplier of the receipt. Its primary address displays on the Returns tab.
Number The purchase receipt number is generated automatically when you create a purchase receipt. It cannot be modified. Numbers are managed in the Sequence number page.
Receipt date By default, today's date. You can change it but only to an earlier date.

Indicator Bar

Field Description
Number of items The number of lines on the purchase receipt.
Total excluding VAT The total excluding VAT amount in the transaction currency. It is automatically calculated, based on all the lines. You cannot change it.
Total including VAT The total including VAT amount in the transaction currency. It is automatically calculated, based on all the lines. You cannot change it.

Lines tab

Field Description
Status

The purchase receipt line status. This status changes automatically according to the life cycle of the purchase receipt line. The status can be:

  • Draft when created.
  • Pending when the purchase receipt is posted.
  • In progress when at least one but not all purchase receipt lines have been invoiced or have been returned.
  • Closed when all the purchase receipt lines have been invoiced.
Origin

The origin of the receipt line displays automatically:

  • Direct when the receipt line is a direct receipt.
  • Purchase order when the receipt line has been created from a purchase order.
Item name The name of the item to receive.
Quantity in purchase unit

The received quantity in purchase unit. This is required to create the line. You can change it when you create the receipt only when the following conditions are met:

  • The receipt is a direct receipt.
  • The purchase receipt status is Draft.
Gross price If the line is a direct receipt line, the gross price is automatically populated from the supplier prices. You can change it if the status of the receipt line is Draft. If the line is not a direct receipt, the gross price is populated from the purchase order line and you cannot change it.
Net price The net price is calculated automatically. You cannot change it.
Total excluding VAT The total excluding VAT amount in the transaction currency. It is automatically calculated, based on all the lines. You cannot change it.
Total VAT The total amount of VAT in the transaction currency. It is automatically calculated, based on all the lines. You cannot change it.
Total including VAT The total including VAT amount in the transaction currency. It is automatically calculated, based on all the lines. You cannot change it.
Return status

The return status for the receipt line related to the return. This status changes automatically and can be:

  • Returned when all items have been returned.

  • Partially returned when some, but not all items have been returned.

  • Not returned when no items have been returned.
Invoice status

The status for the purchase receipt related to the invoice. This status changes automatically and can be:

  • Not invoiced when the receipt is created.
  • Partly invoiced when lines from the receipt are not fully invoiced.
  • Invoiced when all the lines are fully invoiced.
Stock detail status

The status of stock items. It can be:

  • Accepted
  • Quality control
  • Rejected

Information tab

Field Description
Tax calculation status

The status of the tax calculation. It can be:

  • Failed

  • Not done

  • Done

 
Transaction currency The transaction currency for the document defaults to the selected supplier's currency. You can change it when you create a direct purchase receipt.
Supplier packing slip The supplier's packing slip reference. This information is not required but can be useful when creating the invoice from the receipt. It is used as a matching criterion.

Receiving tab

Field Description
Carrier The carrier in charge of delivering the receipt. As carriers are identified as suppliers, the selection list displays all the existing suppliers.
Receiving address The primary address of the receiving site. You cannot change it.

Financial tab

Field Description
Invoice status

The status for the purchase receipt related to the invoice. This status changes automatically and can be:

  • Not invoiced when the receipt is created.
  • Partly invoiced when lines from the receipt are not fully invoiced.
  • Invoiced when all the lines are fully invoiced.

Totals tab

Field Description
Excluding VAT The total excluding VAT amount in the transaction currency. It is automatically calculated, based on all the lines. You cannot change it.
VAT The total amount of VAT in the transaction currency. It is automatically calculated, based on all the lines. You cannot change it.
Including VAT The total including VAT amount in the transaction currency. It is automatically calculated, based on all the lines. You cannot change it.

Landed costs tab

This tab only displays when landed cost items have been added to the invoice.

Field Description
Actual landed costs

The total current amount that is allocated to the receipt in the currency of the financial site receiving the invoice.

Returns tab

Field Description
Return status

The status for the purchase receipt related to the returns. This status changes automatically and can be:

  • Not returned when the receipt is created.
  • Partly returned when only some of the lines from the receipt are returned or when a quantity less than the received quantity is returned.
  • Returned when all the lines are completely returned.

Notes tab

Field Description
Internal notes The text box where you can add internal notes. Internal notes are only for internal purposes.

Line Panel

The fields below display when you select Open Line panel or Add line in panel.

Information tab

Field Description
Tax calculation status

The status of the tax calculation. It can be:

  • Accepted
  • Quality control
  • Rejected
Transaction currency The transaction currency for the document defaults to the selected supplier's currency. You can change it when you create a direct purchase receipt.
Supplier packing slip The supplier's packing slip reference. This information is not required but can be useful when creating the invoice from the receipt. It is used as a matching criterion.

Price tab

Field Description
Gross price

If the line is a direct receipt line, the gross price is automatically populated from the supplier prices. You can change it if the status of the receipt line is Draft. If the line is not a direct receipt, the gross price is populated from the purchase order line and you cannot change it.
Discount

The discount percentage applied to the gross price to calculate the net price. If it is a direct receipt, you can enter the value. You can change it if the status field of the receipt line is Draft. If it is not a direct receipt, the discount percentage is populated from the purchase order line and you cannot change it.
Charge The charge percentage applied to the gross price to calculate the net price. If it is a direct receipt, you can enter the value. You can change it if the status field of the receipt line is Draft. If it is not a direct receipt, the charge percentage is populated from the purchase order line and you cannot change it.
Net price

The net price is calculated automatically. You cannot change it.
Total excluding VAT The total excluding VAT amount in the transaction currency. It is automatically calculated, based on all the lines. You cannot change it.
Total VAT The total amount of VAT in the transaction currency. It is automatically calculated, based on all the lines. You cannot change it.
Total including VAT The total including VAT amount in the transaction currency. It is automatically calculated, based on all the lines. You cannot change it.
Total excluding VAT company currency The total excluding VAT amount in the transaction currency. It is automatically calculated, based on all the lines. You cannot change it.
Total including VAT company currency The total including VAT amount in the transaction currency. It is automatically calculated, based on all the lines. You cannot change it.

Origin tab

The origin tab displays when you create a purchase receipt line from a purchase order.

Field Description
Order number The number can be added manually when you create a purchase order, if not, it is generated automatically. Once generated it cannot be modified.
Order line status The status of the purchase order line.
Quantity in sales unit The received quantity in the sales unit. You cannot modify this information.
Available quantity to receive The remaining quantity to be received from the purchase order line.

Progress tab

This tab only displays if at least one purchase invoice was created from the purchase receipt line.

Field Description
Invoice number The number can be added manually when you create a purchase invoice, if not, it is generated automatically. Once generated it cannot be modified.
Invoice status

The invoice status. This status changes automatically and can be:

  • Variance when created and a variance between the total supplier amount excluding VAT, total supplier VAT, total supplier amount including VAT and the total excluding VAT, VAT and including VAT amounts.
  • No Variance when created and no variance.
  • Posting in Progress when the financial system you are integrating with is waiting to respond.
  • Posted when you post the invoice from the purchase invoice record.
  • Stock error when stock details are incorrectly allocated.
  • Posting Error when you do not select the correct dimensions, for example, a supplier does not exist on the financial system you are integrating with. It could also be because either Sage Distribution and Manufacturing Operations or the financial system you are integrating with is having technical issues.
Quantity invoiced The quantity invoiced in the purchasing unit.

Line notes tab

Field Description
Internal notes The text box where you can add internal notes. Internal notes are only for internal purposes.

Stock receipt detail window

This window opens when you select Stock details from the More actions icon on the line or from the More actions icon on the Line panel.

Field Description
Item The item to receive.
Site The site name the item is stored at or managed from.
Quantity The received quantity in the stock unit. You cannot modify this information.

Taxes window

This window opens when you select Tax details from the More actions icon on the line or from the More actions icon on the Line panel.

Field Description
Total excluding VAT The total excluding VAT amount in the transaction currency. It is automatically calculated, based on all the lines. You cannot change it.
Total VAT The total amount of VAT in the transaction currency. It is automatically calculated, based on all the lines. You cannot change it.
Total including VAT The total including VAT amount in the transaction currency. It is automatically calculated, based on all the lines. You cannot change it.