Record and correct manual receipt numbers on a purchase invoice

Many warehouses issue a numbered paper receipt when goods arrive. Recording that number on the purchase invoice lets auditors match the accounting document to the physical receipt. This screen sets or corrects those numbers without touching the invoice, its stock or its entries, so it can be given to warehouse staff who may not edit invoices.

Before you start

• You need the permission to modify purchase invoice manual receipts.

• You know the purchase invoice number. It is the No. in the purchase invoices list.

Steps

1. Open Purchasing › Purchase Invoices › Modify Purchase Invoice Manual Receipt.

2. Under Manual receipts, enter the Invoice number and select Load. If the number is wrong you see No purchase invoice found for that number.

3. The invoice's current receipts appear, one row per Warehouse with its Receipt number.

4. Correct a number, change a row's Warehouse, or select Add receipt for another warehouse. Use the delete button to remove a row.

5. Select Save receipts. Manual receipts saved appears.

Rules

• At least one row is needed, and every row needs a warehouse.

• The warehouse must belong to the invoice's branch.

• A receipt number can be used only once per warehouse across your company. A number already used for that warehouse on another invoice is refused on its row.

• Saving replaces the invoice's receipts with the rows on the screen. Rows you removed are deleted.

Where the numbers appear

The receipt numbers print under Receipts on the purchase invoice document, with the warehouse name. See Find, view and print a purchase invoice.

Common questions

Does changing a receipt number change stock or the books? No. It only changes the reference printed on the invoice.