Recording Shipment Information

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The Receiving section of a purchase order lets you record the arrival of the shipments that fill the order. The section has a New Shipment button for recording information about a new shipment, and an Edit Shipment button for editing details about a previous shipment. Clicking either button opens a window that contains the following:

• Waybill: Each shipment received requires a waybill identification code (15 characters maximum).
• Date: The date and time the shipment was received. If you leave this blank, MainBoss fills in the current date and time (as of the moment when you click Save).
• P/O Number: The purchase order number of the original purchase order.
• Vendor: The vendor on the original purchase order.
• Extra Cost: Records any extra charges associated with the shipment, such as a delivery charge not specified in the original purchase order.
• Item list: A list of the items contained in the shipment, including the quantity of each item and the cost.
• Add Item: Clicking this opens a window where you can specify which items the shipment contained. For more on this window, see Recording Items Received.

  When a shipment contains a lot of items, it is usually faster to use Quick Receive than Add Item. For more about Quick Receive, see below.

• Edit Item: Lets you edit an entry that already appears in the Items list. Click the entry you want to edit, then click Edit Item; MainBoss opens the same window used for Add Item.
• Delete Item: Delete an entry from the Items list. Click the entry you want to delete, then click Delete Item.
• Quick Receive: This button is useful when a shipment contains all or most of the items that were ordered on the purchase order (or that still remain to be received). Clicking Quick Receive opens a window that lets you receive many items at once; for more information, see The Quick Receive Facility.
• Item Count: The number of different items in the Items list (the number of lines in the list).
• Item Cost: The total cost of all the items in the Items list.
• Total Cost: The total cost of the shipment. This is calculated by adding "Extra Cost" plus "Item Cost".
• Comments: Any comments you want to record about this shipment. For example, you might record whether items were damaged during shipment or if the shipment was initially delivered to the wrong location.
• Save & New: Saves the current record and clears fields in the window so you can enter a new record.
• Clone: Copies information from the current shipment record and creates a new shipment record containing that information.
• Delete: Deletes the shipment record from the original purchase order.
• Save: Saves the current record, but leaves all data as is. You can then continue to edit the same record.
• Cancel: Closes the window. MainBoss discards any information that hasn't already been saved.

For more on purchase orders themselves, see Creating a New Purchase Order.

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