Receiving Items

This help file applies to an out-of-date version of MainBoss.
The most recent version of MainBoss is MainBoss 4.2.2.
For the latest version of this help file can be found here.

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You can receive items from a storeroom assignment record by going to the Item Activity section, clicking the drop-down arrow associated with New Item Issue, and clicking New Receive Item. This process does not require a purchase order; it's typically used when you buy materials with petty cash, especially in connection with a work order.

For more on storage assignment records, see Editing Storeroom Assignments.

For example, suppose a room's wall gets damaged and you have to repair it. Once you've patched the wall, you want to paint the patched area the same color as the rest of the wall, but you don't have paint of the right color. You therefore go to a paint store and buy a small can of appropriate paint out of petty cash. You can then use New Receive Item to record the cost of the paint and other information about the purchase.

Before you can receive an item on a work order, you have to create a temporary storage location for the work order, and then a temporary storage assignment for the item in the temporary storage location. (You do this in the work order's Temporary Storage section.)

Once you've created the temporary storage assignment, there are several ways to receive items into it:

Whatever approach you use, MainBoss opens a window containing the following:

Entry Date: A read-only field giving the date that this record was created.

Effective Date: The effective date/time when the item was received. By default, this is set to the current date/time.

User Contact: A read-only field giving your name. This will appear in MainBoss's accounting history to show who recorded the receipt.

Storage Assignment: A storeroom assignment record that tells what item was purchased and where you stored it. This also records the price you paid. For more, see Storeroom Assignments.

Vendor: The vendor from whom you purchased the item. For more, see Vendors.

Payment Term: The payment terms for the item. For more, see Payment Terms.

Quantity: The quantity actually received.

Item Pricing and Purchasing History: This area lets you specify a pricing record for the item you want to purchase. Pricing records may be price quotes or actual prices paid in the past. (For more on price quotes, see Item Pricing.)

At the bottom of this area is a drop-down list which will display storage assignments based on the options specified in the "Storage Assignment" area. By choosing appropriate options, you can reduce the entries that are shown in the drop-down list, making it quicker and easier to choose the one you want. The possible options are:

Use Item Pricing or Purchase History only for this vendor: If you checkmark this box, the drop-down list will only contain price records for this item purchased from the specific "Vendor". If you leave the checkbox blank, the drop-down list will also contain price records for other vendors.

Do not include Purchasing History: If you checkmark this box, the drop-down list will only contain price quotes. If you leave the checkbox blank, the drop-down list will also contain actual prices paid to vendors in the past.

Drop-down list: The drop-down list at the end of the "Item Pricing and Purchasing History" area shows pricing records that satisfy the options you have specified.

Read-only fields: A sequence of read-only fields give information on the price and quantity of the storeroom's current supply of the item.

Calculated Item Price Cost: A read-only field giving the cost of the received quantity, as calculated from MainBoss's current price information.

Use calculated item price cost: If you checkmark this box, MainBoss fills in "This Entry" with information from "Calculated Item Price Cost".

This Entry: The actual cost of what you received. If you fill in the "Total Cost" column, MainBoss automatically fills in "Unit Cost" and vice versa.

As Corrected: If there has been a correction for this record, this line will have read-only fields giving the corrected values.

From Cost Center, To Cost Center: Read-only fields telling the cost centers involved in this operation. MainBoss creates accounting records indicating the transfer of money from the first cost center to the second. These fields are only visible if your database has an Accounting license key. For more, see Accounting Facilities.

Save: Saves the current record. The editor window stays open in case you want to make more changes to the same record.

Save & New: Saves the current record and sets up the window for you to enter a new record. Fields in the new record will be blank or set to default values.

Save & Close: Saves the current record and closes the editor window.

Cancel: Closes the window without saving any changes you've made to the record since the last time you saved. When you Save the record, the Cancel button changes to Close, indicating that you can safely close the window without losing any changes.

Close: Closes the window. This button only appears after you've saved changes with Save or before you've entered any data at all. Otherwise, the button is labeled Cancel.

For more on resources, see Resources. For more on work orders, see Work Orders. For more on editors in general, see Using Editors.

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