Correcting Item Receipts

This help file applies to an out-of-date version of MainBoss.
The most recent version of MainBoss is MainBoss 4.2.4.
For the latest version of this help file can be found here.

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To correct receive item records, you select the record and click Correct. 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.

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

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

Quantity: The quantity under "This Entry" gives the difference by which the receive item should be corrected; the quantity under "As Corrected" gives the final amount that should be recorded in the receive item record. If you fill in one quantity, MainBoss automatically adjusts the other.

For example, if you enter -1 under "This Entry", you're saying you want to subtract 1 from the current receive item quantity. MainBoss adjusts the "As Corrected" column to show the new quantity with this correction.

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: Give information about the quantity of the item in the selected storeroom and what the actual item record said before this correction.

Calculated Cost: Read-only fields giving the expected cost of the corrected quantity. The "Unit Cost" column gives the cost per unit and the "Total Cost" column gives the total cost.

Use calculated cost: If you checkmark this box, MainBoss will fill in "This Entry" and "As Corrected" with the values obtained from "Calculated Cost". If you don't want to use these calculations, leave the checkbox blank and fill in "This Entry" or "As Corrected".

This Entry: The cost of the correction. This is the cost of the quantity given in the "Quantity" line under "This Entry". The cost will be negative if the quantity is. If you fill in "Cost", MainBoss automatically fills in "As Corrected Cost".

As Corrected: The cost of the item receipt after the correction is made. This is the cost of the quantity given in the "Quantity" line under "As Corrected". If you fill in "As Corrected", MainBoss automatically fills in "This Entry".

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 receiving items, see Receiving Items. For more on items, see Inventory Item Records. For more on editors in general, see Using Editors.

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