Recording Items Received

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The window for recording information about a shipment contains several buttons for recording information about the items received. The Add Item button lets you add one or more items to the list of items received, while the Edit Item button lets you edit information about an item that is already in the list.

Another way to begin recording items received is to select Inventory —> New Receipt from the menu. This menu item is useful if some workers have the authority to record receipts but not to prepare purchase orders. Inventory —> New Receipt lets the worker record what shipments contain, without giving access to the windows for editing purchase orders.

No matter how you begin recording the items in a shipment, MainBoss opens the same window. This window contains the following:

Date: The date the shipment was received.
Waybill: The identification number for the shipment.
P/O Number: The number of the purchase order associated with the shipment.
Vendor: The vendor who sent the shipment.
Show items only if: This group of options controls what items appear in the drop-down list for "Selected Items" (below).
- not fully received: If this is checked, the drop-down list for "Selected Items" only displays items which were on the original purchase order but which have not been received in full. For example, if the original purchase order called for four fan belts and you have only received two such belts in previous shipments, the fan belt item would appear in the "Selected Items" list.
  Note that this is the default option, because it is typically the most useful. It reduces the drop-down item list to the set of items that are most likely to be received.
- listed on Purchase Order: If this is checked, the drop-down list for "Selected Items" displays all items that were on the original purchase order, whether or not you have already received the full quantity expected.
- all items: If this is checked, the drop-down list for "Selected Items" displays all items in your Inventory Items table, whether or not this purchase order included those items.
Selected Items: Contains a drop-down list of inventory items. The inventory items that appear in this list are controlled by the options in Show items only if. To specify that a particular item was received in this shipment, select the appropriate item from the list.
Pick This Item: Once you have found the desired item in the "Selected Items" list, click Pick This Item. MainBoss copies the item name into the "Inv. Item" field.
Pick New Item: This button is useful if the shipment contains one or more items which are currently not in your inventory but which you decide to add to your inventory. Clicking Pick New Item opens a window where you can create an inventory record for the item. This window is described in Describing Items. When you return from the window, the new item you have just described will be shown in the "Inv. Item" field.
Inv. Item: The item that you want to add to the shipment.
Ordered: Once you have specified an item in "Inv. Item", the "Ordered" field displays the total quantity of that item that was ordered on the corresponding purchase order.
Already Received: Once you have specified an item in "Inv. Item", the "Already Received" field displays the quantity of that item that has already been received in previous shipments.
Still Expected: Once you have specified an item in "Inv. Item", the "Still Expected" field displays the quantity of that item that is still expected in future shipments.
Received: In this field, you should type in the quantity of the item that was received in this shipment.
Once you click the Save & New or Save button in this window, MainBoss adjusts the "Already Received" and "Still Expected" values by the amount received. For example, if you use "Received" to report that the shipment contained 10 items, MainBoss will add 10 to the "Already Received" quantity and subtract 10 from "Still Expected".
Unit Cost: The per-unit cost of the items received.
Total Cost: The total cost of the items received. MainBoss automatically calculates this as "Received" multiplied by "Unit Cost". If you change the value in "Total Cost", MainBoss automatically adjusts "Unit Cost" accordingly.
Cat. No.: The vendor's catalog number for this item.
Stored in: The fields in this area specify where the received items should be stored.
Multiple Storerooms: In some cases, you may want to divide the received items over multiple storerooms. For example, if you receive 30 of a particular item, you may want to put 20 in one storeroom and 10 in another. To handle this, you just make two separate entries in the shipment record: one saying you received 20 of the item (to be sent to the first storeroom), and the other saying you received 10 of the item (to be sent to the second storeroom).
- Building: The building containing the storeroom where the items should be stored.
- Storeroom: The storeroom where the items should be stored.
- Storeroom On Hand: The quantity of these items that is currently on hand in the given storeroom.
  If you aren't sure where received items should be stored, it may be useful to set "Storeroom" to one storeroom after another, to see how much is on hand in each storeroom. You can then specify that the received items should be sent to the storeroom where the supply is the lowest.
- Location: The location where the received items should be stored inside the given storeroom.
Save & New: Saves the current record and clears fields in the window so you can enter a new record. As part of the process of saving the information, MainBoss updates the "Already Received" and "Still Expected" values for the item that you just saved.
Clone: Copies information from the current window and creates a new window containing that information.
Delete: Deletes this item record from the original shipment receipt.
Save: Saves the current record, but leaves all data as is. You can then continue to edit the same record. As part of the process of saving the information, MainBoss updates the "Already Received" and "Still Expected" values for the item that you just saved.
Cancel: Closes the window. MainBoss discards any information that hasn't already been saved.

Note: In some cases, a shipment may contain more of a particular item than was actually specified in the purchase order; for example, you might have ordered four truck tires but actually received five. In this case, the "On Order" value for the item will be a negative number wherever "On Order" appears. In the truck tire example, the on-order number will be -1, since you've received all the tires you ordered and one extra. This value will appear in every window that has an "On Order" field, as long as the purchase order stays open. When you close the purchase order, the surplus item is no longer on order and therefore the "On Order" value will be set to zero.

For more on recording shipments, see Recording Shipment Information. For more on purchase orders themselves, see Creating a New Purchase Order. For more on examining shipment receipts, see Browsing Receipts.

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