Receiving Merchandise
Once a Purchase Order has been generated, and sent to the Vendor (the supplier), it is placed in a file, ready for the receiver to check when the merchandise is delivered to the store. 
  • At the time of closing the Purchase Order, a second copy should be printed, for the Receivers's file.
  • Purchase Order information is kept in the database after ordering.
    When the goods are delivered, it is the responsiblity of the Receiver to ensure that the items are received in good order, and are not late, damaged or short-shipped.
  • A note of the 'Back Ordered' goods should be kept on file, when they can be received at a later date. 
  • When the receiver has checked the Invoice off, details from it should be entered back into 'The Cash Register Manager's database. 
    This will keep the stock costs and stock on hand figures up to date.
To do this, choose Vendors - Receivings from the Main Menu.

Manual Picture

When the Receivings form first displays, it will display, as a list, all of the not yet received Purchase Orders that it has on file for the past 3 Months.
(This range can be extended by changing the Srting and Ending Order Dates shown.)
  • Initially, the Purchase Orders are arranged so that the latest Purchase Order will display at the top of the list.
  • By clicking on any of the column headers. the list can be sorted by that header.
  • Select the Purchase Order that has now been received and click on its line in the list.
  • The Invoice and P/O Info Tab Options will be displayed.
  • The P/O Tab displays the infomation entered for the Purchase Order 

At Minimum

  • Enter the Vendor's Invoice Number that accompanies the order. (On Invoice)
  • Enter a numerical Receiver ID in the 'Received By' box. Select from the list that appears when you click on the button if you do not know the number to enter. This is a list of the Managers on the system.
  • Enter the 'Received On' date.  This date is important as later reporting determines which Inventory Period the merchandise was received in. 


Additionally, Other charges/fees/taxes that accrue from shipping or importing the merchandise can be attached to the Invoice Total - These figures do NOT affect the base cost of the goods in the system.

Finally click on the 'Save' button on the Invoice Tab.

The Item details on the original Purchase Order will then be displayed in the 'Items' Tab of the Receivings Maintenance form.

Manual Picture