After the delivery truck from the Vendor pulls away, you will have an invoice with valuable information for CostGuard. Entering information from the invoice to CostGuard updates the on-hand and costing data for those Inventory Items.
Why enter this information in? CostGuard uses it to update the cost information for each Inventory Item. It updates the on-hand levels for reports, requisitions, and usage. And, since CostGuard calculates Inventory levels based on Receipts, you do not have to go back and adjust your Orders for products that did not come in.
CostGuard has two different ways to enter a receipt. You can type the information in, or use the optional Vendor Transport. Since Receipts are an important internal component of the program, use one method per invoice. Once you save a Receipt, you cannot go back in and edit it.
If you have an accounting program such as QuickBooks or Peachtree, then you do not have to enter the invoice in both programs. CostGuard has an optional Accounting Interface that transfers information to your bookkeeping program. You enter the invoice in CostGuard as a Receipt, and then transfer to the Accounting Program. For more information on the Accounting program, click here.
To see how to enter Receipts using Vendor Transport, click here.
To enter a receipt manually
1. Click Inventory, click Receipts.
2. Use the cursor to move the to the box to the left of the Vendor. Click Select
3. A blank Receipt Screen will appear. Enter in the Invoice Number, the Invoice Date, Invoice Subtotal, Receive Date, Freight Charge, and Sales Tax. If you have any comments on the invoice, enter it in the comment line
To track receipts, CostGuard needs a unique invoice number for delivery.
4. You have three options to fill the Receipt Field. You can use the Fill Icon, click the PO #, or use the button to add the Inventory Items.
You can use any combination of the three to add your items.
5. To use the icon, click it. The Bid activation popup will appear.
Click yes to save the Bid pricing. If you click no, then you will need to type in a quantity for the new prices to hold. Use it if you have a bid on file from this vendor, and the most recent bid prices will appear. If you need to add prices in the system to reflect current costs – such as a caterer updating prices for an event, the fill icon will let you enter prices without entering a quantity purchased – a “dummy invoice”. This feature is handy if you have Inventory Items on the shelves, as CostGuard will not cancel out a previously paid cost. For more information on Bids, click here.
6. To use the PO#, click the at the end of the field. A list of Orders from this Vendor will appear. Use your mouse to move the left of the Order associated with this Receipt. Click Select.
The screen will fill with the Items you ordered, but the quantity will be blank.
7. You can enter Inventory items with the button. A list of Inventory Items from this Vendor will appear. Use the Search field, or the scroll bar to find the Inventory Item you wish to choose. Make sure the is to the left of the Inventory Item. Click Select. The Item code for this Vendor will appear. Type in the code and click OK. If you do not have the code, then leave it blank. GostGuard has now added the Inventory Item to the Receipt Item Window.
Once you have added an Inventory Item to this list, it will be available for all other transactions. If you are entering more than one Inventory Item this way, uncheck the box labeled "Close Dialog After Selecting Item,” and after the code window appears, you will come back to the smaller Inventory Item Screen. Repeat as necessary until CostGuard adds all of your Receipt items to the main window. When finished, click on the small red X in the corner of this window to get back to the main Receipt Item Window, and then add in the quantities and prices. If you used the CG-XL to import Inventory Items, or another bulk import method, you can use the Receipt Screen to quickly attach the Inventory Items to a Vendor.
8. With the Invoice handy, start entering in the # Received Purch\Pack and New Cost for each Inventory Item listed. Don’t forget the decimal points, and check to see if an Item’s price has changed from Bid to Receipt.
If the Vendor breaks cases, and does not upcharge for the unit A separate part of the business with its own sales and costs., then enter the Purchased Items as such 3\2. If you have a special price item, such as a “Two for One” deal, and you do not want the discounted price to be the basis for your costs, then click the box in the T (for temporary) column as it will keep the cost at your previous levels. For more information on common Receipt issues, click here.
9. To enter in a quantity, use your mouse to move to the Quantity column. Type in the Default unit first followed by the Other Unit.
Notice that both the Purch\Pack Units are listed. Back when you created each Inventory item, on the Unit Tab, you chose either the Purch Unit or Pack Unit as the default Physical Count Unit. The Default unit will be in all CAPS, while the other unit will be in lower case. Type in the Default Unit first followed by a slash and then the other unit. Looking at the example below, for Caesar Dressing the Default Unit is CASE while the second unit is gal. If you received 2 cases and 2 gallons of Caesar Dressing on the shelf, you would enter 2/2 for the receipt. If you received 3 gallons of Caesar Dressing, you would enter 0/3. If you found 3 cases of Caesar Dressing, then enter 3 or 3/0 as you prefer. For Receipts, you can enter the quantities in as a decimal to match your Vendor’s invoices. For more information on the Unit Tab, click here.
10. To make it faster when entering in the Quantities, use the AutoAdvance Button located at the bottom of the screen. Click on it, to change the direction, and you can use your enter key to move quickly between the fields.
11. If you need to delete an Inventory Item from the list, click on the to delete the item from the screen. This simply removes the item from this screen, but doesn’t remove it from the vendor.
12. If you are called away while entering in invoices, click on the to Suspend the Receipt. When you come back, Click on Inventory, Click Receipts, and a reminder to finish the Suspended Receipt will appear.
Suspending an Invoice merely holds it. CostGuard does not enter the quantities and costs until you save the Receipt. Remember, once you Save a Receipt, you cannot change it. It is better to suspend the receipt until it is reviewed or double checked. You may set Suspend and Saving Rights based on users; for more information, click here.
13. To Print a Receipt, click on the icon. The Print Preview will appear on the Screen. Click on the to send it to the Printer.
14. When you are finished entering in the Inventory Items, check to make sure that the totals match. The amount in the Received field should equal Invoice Subtotal plus Tax and Freight. If the totals do not match, then there is an error somewhere that you need to corrected.
If the Receipt and the Invoice are relatively short, it might just be faster to go line by line. Have another person read off the information off the Invoice while you check the screen. For multi-page invoices, if there is a page total on each page, you can use the Page reconciliation feature. Start by checking the P box next to the last item on each invoice page. Click Page total , and a total of the items between the P’s will appear. It the two numbers match then the problem is on another page. Keep going page by page until you find the error. If you cannot find it in a reasonable amount of time, suspend the Receipt with the icon. It is better to suspend a Receipt and find the mistake later, rather than saving an incorrect invoice that will need to be documented and corrected for the accounting trail.
15. When you are finished with a Receipt, click to save the Receipt. CostGuard will ask you if you wish to continue adding Receipts in, and if you click yes, the Vendor list will appear, and you will start over again. Click no, and you will exit from this part of the program.
If you would like to use the Accounting program to transfer the Invoice, click here.
For more information on common Receipt issues, click here.
To see how to enter Receipts using Vendor Transport, click here.
To skip to the next section of the Tutorial, click here.