Voucher Fields

Receiving Overview | Creating a New Voucher

Basic

Refer to the table below for descriptions of each voucher field. Fields shown in brackets, e.g. [field name], are suggested or read-only fields auto-filled by Point of Sale.

If, when viewing a record list, columns (fields) shown below are not visible, you can use the customize columns feature to add them.

Note: The ability to see cost fields, including margin and markup and other fields related to cost, can be controlled by security rights. If you do not have the right to view item costs, the fields will be masked like this "*****". This right affects cost fields in inventory and on all documents and reports.

Field | Usage
Vendor* | The vendor from whom the merchandise is received. Select the vendor in this drop-down list or choose S elect From Vendor List (<F4>). Brought from a referenced PO, if applicable. Required field. Upon entry, Point of Sale alerts you if open POs exist for the vendor.
[PO #] | The number of the purchase order that the voucher is receiving against. Displays "Multiple POs" if receiving against more than one PO.
[Date] | The date when the voucher was created. Default: todays date. Editable with security rights.
[Associate] | The person making the voucher. Populated with the logged-in user, if logins required.
Item Fields | These fields pertain to the received items listed on the voucher. See also Item Fields for a description of common item fields that may be available.
[Qty] | The number of units of an item received (or returned) on the voucher. From a referenced PO or suggested as one (1). Editable.
[Unit Cost] | For a voucher line item, the unit cost at which an item is being received (or returned). Default: The order cost from a referenced PO, or the current inventory Order Cost. Editable.
[Ext Cost] | Extended cost: For a voucher line item, the Qty x Voucher Cost. If receiving items with fractional cent costs, you can enter the quantity and extended cost, and Point of Sale will calculate the unit cost. Enter up to five decimals; only two decimals are displayed; but five are stored and used in calculations.
[Original Order Qty] | If referencing a PO, the item quantity ordered on the PO.
[Order Qty Difference] | The difference between the quantity that was ordered on a referenced PO and the quantity actually received.

Serial # (Pro) | Used to record serial numbers of received items. Learn more.
[Unit of Measure] (Pro) | Used to display or change the unit (size) of the item being received when using the multiple units of measure feature. Defaults to your purchase-by unit or the unit from a referenced PO
[Store] (Pro) | The store receiving or returning the merchandise. At Headquarters, can be changed to create a voucher for any store. At remote stores, this field defaults to the local store and cannot be changed.

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Comments | Text field for recording any pertinent information about the shipment. Select Edit Comments from the I Want to Menu if you need additional space. Comments are printed on the voucher.
Billing Information Fields | These fields appear only if you have elected to enter vendor billing information in Point of Sale in company preferences. These fields are editable even after the voucher is saved. This information affects how the voucher is sent to QuickBooks Desktop financial software.
Already Paid | Select this check box if you have already prepaid for the items, such as with a credit card.
[Payee Name] | Who is to be paid for the merchandise. Suggested as the vendor entered at the top of the voucher, but can be edited to another vendor from your vendor file.
[Terms] | Terms of payment. From the payee record, or if applicable, carried from a referenced PO. Can be edited for individual vouchers. Learn more.
Bill Date | Enter the billing date from the vendors invoice.
[Invoice Due] | The date that payment for the invoice is due to the vendor. Calculated from Bill Date and Terms.
Invoice/Ref # | Use to record the vendors invoice (bill) number for the shipment. Important: The entry in this field tells Point of Sale you have received the invoice and that the voucher should be sent to your Accounts Payable in QuickBooks Desktop.
[SubTotal] | The sum of all extended item costs before discounts, fees, and freight are applied.
Discount,Fee, and Freight Fields | Entered by selecting Enter Discount/Fee/Freight from the I Want To menu. Displayed in voucher totals area. These amounts may optionally be spread across the cost of the items being received. Learn more about spreading these amounts.
Discount % Discount (amount) | Enter a discount percent or amount. Making an entry in one field results in the other being calculated. If referencing a PO with a discount entered, the PO discount is proportionally carried to the voucher. These fields are editable after the voucher is saved, if not spread across items.
Freight | Use to record freight charges. This field is editable after the voucher is saved, if not spread across items.
Fee | Use to record vendor charges such as order fees. If referencing a PO with a fee entered, you are alerted and can transfer the fee to the voucher at your discretion. This field is editable after the voucher is saved, if not spreading across items.
[Total] | The voucher total after all discounts, fees, and freight are applied.
[Printed Message] | Not displayed on voucher form. One or two lines of optional text, defined in company preferences, that is printed on vouchers.
Receiving History List Fields | These fields are displayed only in your list of saved vouchers. You may have to customize the list columns to see them.
[Voucher #] | Sequential document number, assigned by Point of Sale.
[Type] | Type of voucher: R eceiving or R eturn.
[Status] | Receiving History list. Indicates status of voucher: Regular, R eversed, or R eversing. See Reversing a Voucher for more information on reversing.

[QB Status]

(QuickBooks Desktop financial software users only)

Receiving History list. Displays the status of financial exchange for a voucher: N ot Posted (not yet sent to QuickBooks Desktop), C omplete (sent to QuickBooks Desktop), U nbilled Purchases (merchandise has been received on a voucher but has yet to be billed), or error (attempting to send the voucher to QuickBooks Desktop resulted in an error). Learn more.

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Data field overview

Program capacities