Common Issues with Receipts

Please make sure the information is accurate as CostGuard uses the Receipt Screen to update several reports.  The following is a list of common issues and their fixes. 

To Enter Prices, but not Quantities

CostGuard’s flexibility will allow you to enter pricing without having to enter quantities in the Receipt function.  This is perfect for making bulk price changes if you are not using the inventory program for entering receipts.  To activate this feature, start a new receipt.  Click on the  icon to fill with Inventory Items.  A pop-up box will appear, asking if you want to activate bids.  Click yes, as any item with a bid will now have a zero (0) in the quantity field.  CostGuard will save the new pricing.  If you click no, then the bid prices will not save unless you enter in a quantity.  If you do not type a quantity in that field, the recipe costing will default to previous prices.  This feature will allow you to update prices on many Inventory Items without having to purchase them.  Use this feature to cost out special events and value your inventory.

To Enter a Credit, Rebate, or Return

Vendors issue credits to return money to you for an Inventory Item invoiced, but not delivered.  Vendors will issue credits for returned, damaged, or spoiled product.  Check with your Vendor Sale Representative on how they issue credits: either via mail or on a subsequent invoice.  You will need to enter in the credit, especially if you entered the quantity or price into CostGuard.  To do this, simply open up a new Receipt, use the Credit memo number for the Invoice number, and enter the quantities as a negative number.  This will subtract the item and the value from the program.  Try to wait for the Vendor to send the credit memo, rather than subtracting off the invoice so that your records will match.

For Discounted Inventory Items

If you are fortunate enough to have a sales price or a discount on an Inventory Item for a short period of time, and do not want to use the lower price in your costing structure, check the T box (for temporary) on the Receipts for that Inventory Item.  When you check the T, the previous price will hold for costing, but this price will be used for this invoice.

Fixing a Saved Receipt

To protect the audit trail, CostGuard will not void a Receipt.  Instead, create a correction Receipt to fix the problem.  For example, you received and were charged for 3 cases of salad dressing, but by mistake, entered 2 cases in the Receipt Screen and then saved it.  Since you cannot void the original receipt, instead create a second receipt with the same delivery date and a similar invoice number with an “R” or “C” at the end.  Then add the extra case by entering a quantity of one of Salad dressing in, and save the same way as the original receipt.  This will also work if you entered in too many cases of salad dressing, by simply add in a negative quantity.  Try to avoid the “Fix-It” Receipts, as they can become a bookkeeping nightmare.  Instead, if the numbers do not match, suspend the transaction, and come back later with fresh eyes to find the problem.

Deposits and Returns

Some Inventory items, such as bottles from a wholesaler, or cake parts to a bakery supplier, will show up as a deposit and returned items on your invoices.  If you have items such as these on a regular basis, then simply treat them as any other Inventory item and return them.  For example, if you have a deposit of 10 cents for each beer bottle, create an Inventory Item called Deposits, and “receive” it every time you get a delivery.  When you return the bottles, to the distributor, enter in a negative quantity and amount to subtract it for bookkeeping.

Broken Case Upcharges

Occasionally, you will need less than a full case, and your Vendor will charge an additional amount to “break” the case.  Normally, if this is how you purchase the item, the upcharge is not an issue.  But if you have a mix of regular pricing and broken case pricing, you may need to account for the price differences.  The easiest way to handle the situation is to receive the broken cases at the upcharge price when you receive them.

If you would like to use the Accounting program to transfer the Invoice, click here.

To see how to enter Receipts using VendorTransport, click here.

Continue regular path.