Receipts (IN301000)

This topic gives you information about the elements that you find in this window in Visma Net, such as fields, field values, buttons, and check boxes.

You can use this window to create, view, and edit receipts, which you can save with the On hold or Balanced status and release.

The processing of receipts depends on certain settings in the Inventory preferences (IN101000) window.
By default, receipts are saved with the On hold status if the Hold documents on entry check box is selected.
Receipt totals are validated on entry if the Validate document totals on entry check box is selected.
When a receipt is released, its transactions will be posted to the General ledger if the Automatically post on release check box is selected.

For more information about receipts, see: About inventory transactions.

If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view.

There are two types of search fields:

  • White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or % and get different results:

    • space: the result contains the words in any order,

    • %: the result contains the words in the specific order, and the % functions as a wildcard as well.

  • Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.
Button Description
Release Initiates document release, which changes the status of the receipt to Released.
Reports Provides direct access to the following inventory reports related to receipts:

In the top part, you can select an existing receipt by its reference number or specify summary information about a new receipt.

Element Description
Ref. no. The unique reference number of the receipt, which the system automatically assigns according to the numbering sequence selected for receipts in the Inventory preferences (IN101000) window.
Status The current status of the receipt. The following options are available:
  • On hold:The receipt is a draft and can be edited. Receipts with this status cannot be released.
  • Balanced: The receipt data has been validated by the system and the receipt can be released.
    It also can be modified or deleted, but changes can be saved only if the receipt is balanced.
  • Released: The receipt has been released and cannot be edited or deleted.
Hold A check box that you select to give the receipt the On hold status. Clear the check box to save the receipt with the Balanced status.
Date The date when the receipt was created. All transactions included in this document will have this transaction date.
Post period The financial period to which the transactions recorded in the document should be posted.
Transfer no. The transfer number for the receipt operation. (Enter this number only if the two-step transfer operation is performed.)
External ref. The external reference number of the inventory receipt (for example, the reference number used by the supplier).
Description A brief description of the receipt or its transactions.
Total qty. The total quantity of items to be received.
Control qty. The control quantity of items specified in the receipt.
Control qty. is available only if the Validate document totals on entry option is selected in the Inventory preferences (IN101000) window. The user enters this value manually to confirm the total quantity of stock items received as compared to the automatically calculated quantity of stock items included in this document.
If the Control qty. and Total qty. values do not match, the system generates a warning message and the document cannot be saved.
Total cost The total cost of the stock items received.
The system automatically calculates this value as a sum of all extended cost values of all received stock items listed in the Transaction details tab of this window.
Control cost The total cost of the stock items to be received.
Control cost is only available if the Validate document totals on entry option is selected in the Inventory preferences (IN101000) window.
The user enters this value manually to confirm the total cost as calculated automatically for the document.
If the Control cost and Total cost values do not match, the system generates a warning message and the document cannot be saved.

This tab has a table with the transactions included in the receipt.

Button Description
Allocations Opens the Allocations dialog box, from which you can define sub items, locations, lot or serial numbers, quantities, and expiration dates for the stock item received.
Add item Opens the Item lookup dialog box so that you can add items to the receipt.
Column Description
Item ID The ID of the stock item received. Stock items are maintained in the Stock items (IN202500)window.
Warehouse The warehouse where the stock item is received.
This column is only displayed if the Multiple warehouses functionality in the Enable/disable functionalities (CS100000) window is enabled.
Location The warehouse location where the stock item is received.
This column is only displayed if the Multiple warehouse locations functionality in the Enable/disable functionalities (CS100000) window is enabled.
Quantity The quantity of the received stock item (in the unit of measure indicated below).
UoM The unit of measure of the received stock item.
Unit cost The cost of a unit of the received stock item.
Cost The extended cost of the received stock item.
An extended cost is calculated automatically as the unit cost multiplied by the quantity (or amount) of item that was received.
Lot/serial no. The lot or serial number of the received stock item.
To specify the lot or serial numbers of the received item, click the Allocations action on the table toolbar.
If multiple serial or lot numbers should be specified, the column displays <SPLIT>.
This column appears only if the Lot and serial tracking functionality is enabled.
Expiration date The expiration date of the received stock item.
This column is only displayed if the Lot and serial tracking functionality in the Enable/disable functionalities (CS100000) window is enabled.
Reason code The reason code for the receipt transaction.
Project The project with which this receipt line is associated, or the code indicating that this receipt line is not associated with any project; the non-project code is specified in the Project accounting preferences (PM101000) window.
This column is only displayed if the Projects workspace has been activated.
Project task The particular task of the project with which this receipt is associated.
This column is only displayed if the Projects workspace has been activated.
Description A brief description of the receipt transaction.

By using this dialog box, you can view how the specified on the line quantity of the item is distributed between locations, sub items, lot or serial numbers or you can generate and assign lot/serial numbers to the specified quantities of the stock item if relevant or you can assign warehouse locations for the specified quantities of the item or assign sub items.
Whether lot or serial numbers should be generated when the item is received or used depends on the Assignment method option selected for the lot/serial class of the item in the Lot/serial classes (IN207000) window.
The Allocations dialog box includes the following elements.

Element Description
Unassigned qty. The quantity of the stock item that has no lot or serial numbers assigned.
Quantity to generate The quantity of the stock item for which lot or serial numbers should be generated.
Lot/serial number from The lot or serial number to be used as a start number.
This element is only displayed if the Lot and serial tracking functionality in the Enable/disable functionalities (CS100000) window is enabled.
Generate A button that you click to initiate the generation of lot or serial numbers.
This button is only displayed if the Lot and serial tracking functionality in the Enable/disable functionalities (CS100000) window is enabled.
Column Description
Location The location in the warehouse.
This column is only displayed if the Multiple warehouse locations functionality in the Enable/disable functionalities (CS100000) window is enabled.
Lot/serial no. The serial number of the unit of stock item or the lot number of the quantity of stock item received.
This column is only displayed if the Lot and serial tracking functionality in the Enable/disable functionalities (CS100000) window is enabled.
Quantity The quantity of the stock item with the same lot number.
It is 1 for items with a serial number.
UoM The unit of measure (UoM) for the specified quantity of the stock item.
Expiration date The expiration date of the specified quantity of the stock item.
This column is only displayed if the Lot and serial tracking functionality in the Enable/disable functionalities (CS100000) window is enabled.
Button Description
OK Saves the records generated.

You use this dialog box to view the item availability information for various warehouses and warehouse locations (if the Warehouse locations functionality is enabled in your system) and to add the required quantity of the item to the document. To find an item, you can type a string from its item ID in the Inventory field.
The dialog box has a selection area and a table with items that meet the criteria you specify.

Element Description
Item The ID of a particular item whose information you want to view.
Leave the field blank to filter information by other criteria or type a string from the item ID to find the item.
Barcode The bar code of the item to be listed.
Leave the field blank to filter information by other criteria.
Item class ID The item class of the items whose information you want to view.
Leave the field blank to view information on items of all classes.
Show available items only A check box that you select if only items whose available quantities are greater than zero should be listed in the table.
Warehouse The warehouse where the item are stocked.
Leave the field blank to view items from all warehouses.
This field is only displayed if the Multiple warehouses functionality in the Enable/disable functionalities (CS100000) window is enabled.
Location The location in the warehouse. Leave the field blank to view items in all locations.
This field is only displayed if the Multiple warehouse locations functionality in the Enable/disable functionalities (CS100000) window is enabled.
Column Description
Qty. selected The quantity of sales units of the stock item (under the specified item ID) that you want to add to the document.
Site The warehouse where the items are stocked.
This column is only displayed if the Multiple warehousesfunctionality in the Enable/disable functionalities (CS100000) window is enabled.
Location The location in the warehouse.
This column is only displayed if the Multiple warehouse locations functionality in the Enable/disable functionalities (CS100000) window is enabled.
Item ID The stock item by its item ID.
Description The description of the item with the specified item ID.
Base unit The unit of measure used as a base unit for the stock item.
Qty. available The available quantity of this item at the specified warehouse and location.
Qty. on hand The quantity on hand of this item at the specified warehouse and location.
Button Description
Add Adds the selected items.
Add and close Adds the selected items and closes the dialog box.
Cancel Cancels the changes and closes the dialog box.

This tab displays the reference number and the branch of the batch generated upon release of the receipt.

Element Description
Batch no. The reference number of the batch generated for the receipt.
Click on the number to open the Journal transactions (GL301000) window and view the details of the transactions.
Branch The branch receiving the goods.

Related concepts

About inventory transactions

Related windows

Inventory allocation details (IN402000)

Release inventory documents (IN501000)