Bill of Materials Revisions in Sage 50

Receiving and Invoicing Purchase Orders

Batch Entry

Receipt of Goods Entry – Header

• If an invoice is received with the goods, you can enter the invoice number.
• If the invoice is not processed with the goods, the purchases clearing account is credited and later debited when the invoice is processed.
• To enter an invoice after the receipt of goods, use Receipt of Invoice Entry.
• There is no general ledger posting for miscellaneous items until the receipt of invoice posting.
• If the invoice is not received and processed with the goods, the order retains a Back Order status until the invoice is processed.

Receipt of Goods Entry – Address

Receipt of Goods Entry – Lines

• When you first access the Lines tab, a dialog box will ask if you want to receive the order complete.
• You can access the Received and Back Order fields but not the Ordered field.
• When using landed costs, a Landed Cost check box displays for each line item.
• When receiving lot or serial number items, you must distribute the total quantity received to one or more lot/serial numbers.
• You must select a taxable tax class if sales tax is allocated to the cost of the item.

Receipt of Goods Entry – Total (no Invoice)

Receipt of Goods Entry – Total (with Invoice # entered)

• The Landed Cost button is only available if it has been allowed in options.
• Amounts to allocate are entered by type.
• Amounts will be only distributed to items with the Landed Cost box checked.
• Landed Cost can ONLY be entered on Receipt of Goods, NOT on Receipt of Invoice.
• Landed Cost can ONLY be entered at Receipt of Goods.
• Sales tax is calculated only if the Allow Tax and Freight Entry During Receipt/ Return of Goods Without an Invoice check box is selected in Purchase Order Options.
• Sales tax is calculated for the tax codes assigned to the tax schedule selected on the Header tab.
• Only the non-recoverable percentage defined for each tax class is allocated.
• Sales tax is calculated on freight only if freight is set up as taxable.

Recording Invoices separately from Receipt of Goods

Invoices may be recorded separately from the Receipt of Good. If this is done, both documents must be entered if you want to affect inventory counts. Receipt of Invoice does not affect Inventory quantities. The Receipt of Invoice window looks and works similarly to the Receipt of Goods window.

• You cannot receive goods in this task
• You do not need to receive the goods to enter a receipt of an invoice.
• If the invoice amount is different from the receipt of goods amount for an item, the difference posts to the purchase order variance adjustment account in Product Line Maintenance.

Adjusting Receipt / Invoice Variances

• You can review any variation between quantities received and invoiced or changes to sales tax when you print the Receipt/Invoice Variance Register and the variance amounts post or adjust in General Ledger.
• You can correct variation in unit cost using the Adjustment feature in Inventory Management Transaction Entry.
• When using the Average, LIFO/FIFO, or Lot/Serial valuation method, you must enter two adjustment lines, the first line entering a negative receipt and the second a positive quantity against the same cost tier, lot or serial# with the correct cost.

Printing and Updating

Are you interested in learning about Receiving and Invoicing Purchase Orders  in Sage 100? Accounting Business Solutions by JCS offers Sage 100 training classes, including Purchase Clearing Reports in Sage 100.  Call us today at 800-475-1047 or email us at solutions@jcscomputer.com today to get started.

Purchase Clearing Reports in Sage 100

It is Important to reconcile the purchases clearing account BEFORE closing the period.

Purchases Clearing Account

Each product line in Inventory Management is assigned a purchases clearing account. The purchases clearing account is a liability holding account. It is credited when goods are received into inventory whether the goods are received in Purchase Order or Inventory Management.

• This account contains the value of inventory received but not invoiced.
• When the invoice for goods is updated, the purchases clearing account is debited and the accounts payable account is credited, thus, clearing out the purchases clearing account.

Purchases Clearing Report

Use the Purchases Clearing Report on the Period End menu to simplify month-end reconciliation of the purchases clearing account balance with open amounts on purchase orders.

• The report can be sorted by purchase order number, product line, vendor number, and item code.
• You can optionally select to include all or only specific item types, which include Inventory Items, Miscellaneous Items, and Special items.
• Additionally, you can define a selection criteria based on such fields as the purchase order number, vendor number, order date, item code, product line, and inventory account number.

Purchases Clearing in Open PO Format

Use the Purchase Clearing in Open PO Format report on the Period End menu to print the total purchases clearing amount, including any special and miscellaneous item amounts. If printed for all orders, the total purchases clearing amount should match the Purchases Clearing account balance.

• The report can be sorted by purchase order number, vendor number, required/ expired date, and vendor purchase name.
• Additionally, you can select to include or exclude orders on hold, print comments, and define a selection criteria.
• An asterisk (*) prints next to each line item included in the purchases clearing amount.

Are you interested in learning about Purchase Clearing Reports  in Sage 100? Accounting Business Solutions by JCS offers Sage 100 training classes, including Purchase Clearing Reports in Sage 100.  Call us today at 800-475-1047 or email us at solutions@jcscomputer.com today to get started.

Purchase Orders Reports in Sage 100

Cash Requirements Report

The Cash Requirements Report provides a summary of open purchase orders and total cash requirements for any three consecutive future periods. This report is helpful for analyzing future cash needs and effectively planning cash flow. Options for printing this report include:

• User defined periods
• Summary or detail format
• Selection to include open invoices from Accounts Payable
• Selections for determining discounts

Purchase Order Recap

The Purchase Order Recap report provides a complete review of all purchase orders processed through the system.

• All purchase orders whether open, completed, or deleted are included on the report.
  • Deleted purchase orders are identified as Cancelled in the Status column.

• The purchase order recap information is purged during period-end processing if the Purge PO Recap at Period End check box is selected in Purchase Order Options and there is no receipt history for that purchase order. If this check box is cleared, the recap information is retained indefinitely.
  • You can manually purge this information by selecting the Purge Completed or Cancelled PO Recap task in Period End Processing.

Purchase Order Receipt History Report

The Purchase Order Receipt History Report provides a history of all receipts, invoices, and returns applied against purchase orders.

• This report is not available if No is selected at the Retain Receipt History field in Purchase Order Options.
• Options for this report include detail or summary format and the ability to print received lines only.
• Additionally, you can select to define a selection criteria based on the vendor purchase name, job number (if integrated with Job Cost), and work order number (if integrated with Work Order).
  • You can manually purge receipt history using the Purge Purchase Order Receipt History task on the Purchase Order Utilities menu or you can retain it indefinitely.

Purchase History Report

The Purchase History Report provides period-to-date, year-to-date, and prior-year purchase information for each vendor and item.

• This report is available only if the Retain Purchase History check box is selected in Purchase Order Options.
  • This report is helpful when analyzing the volume of business you conduct with specific vendors.

General Ledger Posting Recap

The General Ledger Posting Recap report provides a detailed listing of all postings to General Ledger from Purchase Order.

• You can enter a selection of posting dates to print. The report total shows the grand total of all posting activity through the specified ending date.
• Printing the report at the end of each period provides a convenient summary of receivables transactions used to post to a manual general ledger.

Are you interested in learning about Purchase Orders Reports  in Sage 100? Accounting Business Solutions by JCS offers Sage 100 training classes, including Purchase Orders Reports in Sage 100.  Call us today at 800-475-1047 or email us at solutions@jcscomputer.com today to get started.

Purchase Orders Inquiries in Sage 100

Vendor Inquiry

The Vendor Inquiry task provides read-only access to the same information found in Vendor Maintenance and Vendor Inquiry in Accounts Payable.

Item Inquiry

The Item Inquiry task provides read-only access to the same information found in Item Maintenance and Item Inquiry in Inventory Management. If Inventory Management is installed for the company, this task is available regardless of whether or not you are integrating Purchase Order with Inventory Management.

Receipt History Inquiry

The Receipt History Inquiry task provides summary and detailed receipt history. Search options include vendor name, number, or receipt number. The Zoom button on the Lines tab allows you to access Inventory Inquiry for the selected item. (Receipt History Tracking must be turned on in Options to use)

Purchase Order Inquiry

The Purchase Order Inquiry task provides read-only access to the same information found in Purchase Order Entry, regardless of the status of the purchase order.

Are you interested in learning about Purchase Orders Inquiries  in Sage 100? Accounting Business Solutions by JCS offers Sage 100 training classes, including Purchase Orders in Sage 100.  Call us today at 800-475-1047 or email us at solutions@jcscomputer.com today to get started.

Are you interested in learning about Return of Goods Entry in Sage 100? Accounting Business Solutions by JCS offers Sage 100 training classes, including Purchase Orders in Sage 100.  Call us today at 800-475-1047 or email us at solutions@jcscomputer.com today to get started.

Are you interested in learning about tracking Purchase Orders in Sage 100? Accounting Business Solutions by JCS offers Sage 100 training classes, including how to track Purchase Orders in Sage 100.  Call us today at 800-475-1047 or email us at solutions@jcscomputer.com today to get started.