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<!doctype HTML public "-//W3C//DTD HTML 4.0 Frameset//EN">
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<meta http-equiv="Content-Type" content="text/html; charset=windows-1252">
<meta name="MS-HAID" content="Vouchers">
<meta name="generator" content="Adobe RoboHelp 2019">
<title>Create a Receiving Voucher: Basic Steps</title>
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<script type="text/javascript" src="../ehlpdhtm.js" language="JavaScript1.2"></script>
<p class="Help-Heading-1" style="background-color: #008000;">Create a Receiving Voucher: Basic Steps</p>
<p class="Help-Text"><a class="dropspot" href="javascript:TextPopup(this)" id="a1">How do I?<img src="../image/expand_icon.GIF" alt="Click to expand/collapse topic" title="Click to expand/collapse topic" width="11" height="11" border="0" class="hcp1"></a> <span style="color: #c0c0c0;">|</span> <a href="../qbpos_fields/fields07.htm">Voucher Information Fields</a></p>
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<p><a href="vouch701.htm">Access receiving tasks</a></p>
<p><a href="vouch752.htm">Receive against a PO</a></p>
<p><a href="vouch751.htm">Update cost of received item</a></p>
<p><a href="voucher_updateprices.htm">Update price of received item</a></p>
<p><a href="voucher_billinginfo.htm">Enter vendor billing information</a></p>
<p><a href="vouch715.htm">Enter discounts, freight, and fees</a></p>
<p><a href="../qbpos_basic_procedures/basic_serial_number.htm">Record item serial numbers</a></p>
</td>
<td style="width:54.118%;" class="hcp4">
<p><a href="../qbpos_basic_procedures/navigation_find/basic_find_general.htm">Find a saved voucher</a></p>
<p><a href="vouch722.htm">Edit a voucher</a></p>
<p><a href="vouch723.htm">Reverse (correct) a voucher</a></p>
<p><a href="../qbpos_vendors/vend360.htm">View a vendor's receiving history</a></p>
<p><a href="voucher_returns.htm">Return merchandise to vendors</a></p>
<p><a href="../qbpos_basic_procedures/printing/basic_taginstructions.htm">Print tags from a voucher</a></p>
<p><a href="../qbpos_multi_store/multi_store_transfers.htm">Transfer items to other stores</a></p>
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<p>&#160;</p>
</div>
<div>
<p style="text-align: right; font-family: Arial, sans-serif; font-size: 9pt;
color: #800000;"><span style="font-size: 10pt;">Basic</span> </p>
</div>
<p class="Help-Text">A voucher adds items received from a vendor to your Point of Sale inventory. &#160;A voucher can also be used to record the return of items to a vendor, which subtracts the returned quantity from inventory.</p>
<p class="Help-Text">Below is the basic procedure to create a voucher that is not receiving against a purchase order.</p>
<p class="Help-Text"><span class="hcp5">Receiving items ordered on a PO?</span> &#160;Use <a href="vouch752.htm">this procedure</a> instead.</p>
<p class="Help-Text">&#160;</p>
<p class="Help-Note">Click the <a class="dropspot" href="javascript:TextPopup(this)" id="a5"><img src="../image/expand_icon.GIF" alt="Click to expand/collapse topic" title="Click to expand/collapse topic" width="11" height="11" border="0" class="hcp1"></a> symbols in this procedure to view detail.</p>
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<p class="Help-Indent" style="margin-left: 0px;">This symbol indicates more information is available. Click to expand the information.</p>
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<p class="Help-Indent" style="margin-left: 0px;">&#160;</p>
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<p class="Help-Info-Line">To make a receiving voucher:</p>
<ol>
<li class="p-Help-Steps" style="font-size: 9pt;">
<p class="Help-Steps">At the Point of Sale home page, select <span class="hcp5">Receive Items</span> &#160;from the Purchasing menu. A blank voucher is opened.</p>
</li>
</ol>
<p class="Help-Indent"><a class="dropspot" href="javascript:TextPopup(this)" id="a4">View Example Voucher <img src="../image/expand_icon.GIF" alt="Click to expand/collapse topic" title="Click to expand/collapse topic" width="11" height="11" border="0" class="hcp1"></a></p>
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<p><img src="../image/voucher.gif" alt="Receiving Voucher" width="479" height="239" border="0" class="hcp1"></p>
<p>&#160;</p>
</td>
</tr>
</table>
<p>&#160;</p>
</div>
<p class="Help-Indent">(Pro) Headquarters only: If creating the voucher for another store, select <span class="hcp5">Change Store</span> from the I Want To menu and enter the store number.</p>
<ol start="2">
<li class="p-Help-Steps">
<p class="Help-Steps">In the <b>Scan or enter item information</b> drop-down box, scan or type item information to list the items being received.<a class="dropspot" href="javascript:TextPopup(this)" id="a3"><img src="../image/expand_icon.GIF" alt="Click to expand/collapse topic" title="Click to expand/collapse topic" width="11" height="11" border="0" class="hcp1"></a></p>
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<ul>
<li class="p-Help-Bulleted" style="list-style: disc; margin-left: -20px;">
<p class="Help-Bulleted"><span class="hcp5">Scan</span> the bar code from the item tag.</p>
</li>
<li class="p-Help-Bulleted" style="list-style: disc; margin-left: -20px;">
<p class="Help-Bulleted"><span class="hcp5">Type</span> the item's UPC, Item #, or alternate lookup value and press <font class="hcp6">&lt;Enter&gt; <span style="font-style: normal; font-weight: normal;">&#160;<a href="../qbpos_basic_procedures/basic_item_identifiers.htm">Learn more about these item identifiers</a></span></font></p>
</li>
<li class="p-Help-Bulleted" style="list-style: disc; margin-left: -20px;">
<p class="Help-Bulleted"><span class="hcp5">Search</span> by item name (type beginning characters) or other item keyword. A list of matching items is displayed. Select an item from the list by clicking &#160;it (keyboard users, press the down arrow key to scroll, then <font class="hcp6">&lt;Enter&gt;</font> to select). The selected item is added with a sales quantity of 1.</p>
</li>
</ul>
<p class="Help-Indent"><img src="../image/item_list_on_doc.gif" alt="item search" width="427" height="141" border="0" class="hcp1"></p>
<ul style="list-style: square;">
<li class="p-Help-Nested-List">
<p class="Help-Nested-List">If no matching item is found, check your spelling or the identifier you entered. Entering fewer characters will find more matches.</p>
</li>
<li class="p-Help-Nested-List">
<p class="Help-Nested-List">To see your entire item list, click the <img src="../image/plus_icon.gif" alt="" width="14" height="15" border="0" class="hcp1"> icon with no entry in the item search field. You can scroll through the list looking for the needed item.</p>
</li>
<li class="p-Help-Nested-List" style="list-style: disc; margin-left: -20px;">
<p class="Help-Nested-List">Click <a href="../qbpos_recording_sales_and_returns/receipt_sell_misc_item.htm">Sell a Miscellaneous Item</a> or <a href="../qbpos_inventory/inven402.htm">Add a New Item to Inventory</a>.</p>
</li>
</ul>
<p class="Help-Indent" style="margin-left: 0px;"><a href="../qbpos_basic_procedures/basic303.htm">Learn more about adding items to documents</a></p>
</td>
</tr>
</table>
<p class="Help-Indent" style="margin-left: 0px;">&#160;</p>
</div></li>
</ol>
<p class="Help-Indent" style="font-weight: bold;">OR</p>
<p class="Help-Indent">Click <a href="../qbpos_basic_procedures/basic_quickpick_Item.htm">Quick Pick Item</a> to select an item from your pre-defined lists of frequently received items.</p>
<ol start="3">
<li class="p-Help-Steps">
<p class="Help-Steps">Click the action buttons below the line item to edit the quantity, cost, enter serial numbers, etc. <a class="dropspot" href="javascript:TextPopup(this)" id="a2"><img src="../image/expand_icon.GIF" alt="Click to expand/collapse topic" title="Click to expand/collapse topic" width="11" height="11" border="0" class="hcp1"></a></p>
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<ul class="hcp7">
<li class="p-Help-Bulleted" style="margin-left: -20px;">
<p class="Help-Bulleted">&#160;<span class="hcp5">Qty +</span> and <span class="hcp5">Qty</span> : Changes sales quantity up or down 1 unit with each click.<img src="../image/vch_qty-cost_entry.gif" alt="" width="167" height="48" align="right" border="0" class="hcp1"></p>
</li>
<li class="p-Help-Bulleted" style="margin-left: -20px;">
<p class="Help-Bulleted">&#160;<span class="hcp5">Qty/Cost:</span> Edit quantity or order cost. &#160;</p>
</li>
</ul>
<p class="Help-Note" style="margin-left: 43px;"><span class="hcp5">Tip</span>: You can also enter the extended cost and quantity here and let Point of Sale calculate the order cost for you. This is especially useful for maintaining accurate cost tracking of (typically low-cost) items for which you want to track costs with several decimal places. The system will calculate and store the cost at 5 decimal places (but only displays two). <a href="../qbpos_basic_procedures/basic311.htm">Learn more</a>.</p>
<ul class="hcp7">
<li class="p-Help-Bulleted" style="margin-left: -20px;">
<p class="Help-Bulleted"><font class="hcp8">Edit:</font> Open the Item Properties window and edit other information, such as item description or price. Pro users can enter a serial number or assign commissions on this window.</p>
</li>
<li class="p-Help-Bulleted" style="margin-left: -20px;">
<p class="Help-Bulleted"><span class="hcp5">Return Item:</span> If this item is being returned by the customer. This choice makes the quantity negative. &#160;<a href="../qbpos_recording_sales_and_returns/receipt1016.htm">Learn more about taking returns</a>.</p>
</li>
<li class="p-Help-Bulleted" style="margin-left: -20px;">
<p class="Help-Bulleted">&#160;<span class="hcp5">Remove:</span> Delete the item from the receipt.</p>
</li>
</ul>
</td>
</tr>
</table>
<p class="Help-Text">&#160;</p>
</div></li>
</ol>
<p class="Help-Indent"><img src="../image/vchr_lineitem.gif" alt="Voucher Item" title="Voucher Item" style="border: none; margin-left: 0px; margin-right: 0px; margin-top: 12px; margin-bottom: 12px;" width="447" height="51" border="0"></p>
<ol start="4">
<li class="p-Help-Steps">
<p class="Help-Steps">Repeat until all items being received have been listed.</p>
</li>
</ol>
<p class="Help-Note" style="margin-left: 36px;"><font class="hcp9"><span style="font-style: normal; font-weight: bold;">Note:</span> <span style="font-style: normal;">It is suggested you not mix items from different vendors on receiving vouchers as this would hamper your ability to view accurate</span></font> <a href="../qbpos_vendors/vend360.htm">vendor histories</a> and reports, and make it difficult to match vendor invoices with the bills created by point of Sale in your QuickBooks Desktop financial software<font class="hcp9">.</font></p>
<ol start="5">
<li class="p-Help-Steps">
<p class="Help-Steps">In the <span class="hcp5">Enter vendor name or phone</span> box, type or scan vendor information to add the vendor to the voucher. <a class="dropspot" href="javascript:TextPopup(this)" id="a6"><img src="../image/expand_icon.GIF" alt="Click to expand/collapse topic" title="Click to expand/collapse topic" width="11" height="11" border="0" class="hcp1"></a></p>
<div class="droptext" id="POPUP242617890" style="display: none;">
<table cellspacing="0" bgcolor="#FFFFEC" class="hcp2">
<col style="width: 100%;">
<tr class="hcp3">
<td style="width:100%;" class="hcp4">
<p class="Help-Text">Begin typing the vendor company name (recommended) or other search keyword ( phone number, contact &#160;name, etc).</p>
<ul class="hcp7">
<li class="p-Help-Bulleted" style="margin-left: -20px;">
<p class="Help-Bulleted">As you type, Point of Sale shows a drop-down list of your matching vendors, separated into company name matches and matches using all vendor fields. If there are company name matches, they are displayed first. Click the results line to open all field matches if necessary.</p>
</li>
</ul>
<p class="Help-Indent" style="margin-left: 27px;"><img src="../image/vendor_ondocument.gif" alt="" width="432" height="146" border="0" class="hcp1"></p>
<ul class="hcp7">
<li class="p-Help-Nested-List" style="margin-left: -20px;">
<p class="Help-Nested-List"><span class="hcp5">Option</span>: With no entry in the field, click the <img src="../image/plus_icon.gif" alt="" width="14" height="15" border="0" class="hcp1"> icon to show your entire vendor list. You can scroll through the list to look for the customer.</p>
</li>
<li class="p-Help-Nested-List" style="margin-left: -20px;">
<p class="Help-Nested-List">Click a name to select it. Keyboard users can use the arrow up/down keys to move through the list and <span class="hcp5">&lt;Enter&gt;</span> to make a selection.</p>
</li>
<li class="p-Help-Nested-List" style="margin-left: -20px;">
<p class="Help-Nested-List">If the selected vendor has open POs you are prompted to <a href="vouch752.htm">receive against them</a>.</p>
</li>
<li class="p-Help-Nested-List" style="margin-left: -20px;">
<p class="Help-Nested-List">If the vendor isn't in your list, click the &#160;<font class="hcp8">Add New Vendor</font> to create a <a href="../qbpos_vendors/vend352.htm">new vendor</a> record.</p>
</li>
<li class="p-Help-Nested-List" style="margin-left: -20px;">
<p class="Help-Nested-List">Click the <span class="hcp5">View/Edit</span> button to open the vendor record or the <span class="hcp5">Delete</span> button to remove the vendor from the voucher (does not delete them from vendor list).</p>
</li>
</ul>
<p class="Help-Indent"><img src="../image/cust_edit_on_doc.gif" alt="Customer field on receipt" width="194" height="80" border="0" class="hcp1"></p>
<p class="Help-Text">&#160;</p>
</td>
</tr>
</table>
<p class="Help-Nested-List">&#160;</p>
</div></li>
<li class="p-Help-Steps">
<p class="Help-Steps">Enter information in other voucher fields as appropriate. Commonly use fields on vouchers include <a href="../qbpos_purchasing/po_instructionscomments.htm">comments</a> and <a href="vouch715.htm">freight, fees, and discounts</a> which can be <a href="voucher_spreadcosts.htm">spread</a> across item costs at your discretion.</p>
</li>
<li class="p-Help-Steps" style="font-size: 9pt;">
<p class="Help-Steps">If you want to print tags for the received items, select <span class="hcp5">Print Tags</span> from the I Want To menu.</p>
</li>
</ol>
<p class="Help-Indent">If item costs on this voucher are different than what is currently recorded in inventory, you are alerted you may want to <a href="voucher_updateprices.htm">review and update your prices</a> before printing tags.</p>
<ol start="7">
<li class="p-Help-Steps" style="font-size: 9pt;">
<p class="Help-Steps">Click <font class="hcp8">Print Voucher</font>.</p>
</li>
</ol>
<p class="Help-Text" style="margin-top: 0; margin-bottom: 0;">&#160;</p>
<p class="Help-Main-Topic-Links"><a href="../qbpos_basic_procedures/basic_additem_whle_making_document.htm">How do I receive an item not yet in inventory?</a></p>
<p class="Help-Text">(Pro) If you order an item from multiple vendors read the notes about listing <a href="../qbpos_inventory/inv_multivendor.htm">multi-vendor items</a> on vouchers.</p>
<p class="Help-Text" style="margin-top: 0; margin-bottom: 0;">&#160;</p>
<p class="Help-Main-Topic-Links"><a href="vouch702.htm">Return to top</a></p>
<p class="Help-Text" style="margin-top: 0; margin-bottom: 0;">&#160;</p>
<p class="Related-Topics">Related Topics</p>
<p class="Help-Main-Topic-Links"><a href="../qbpos_basic_procedures/basic_historydocs_copy.htm">Copy a voucher</a></p>
<p class="Help-Text"><a href="../qbpos_basic_procedures/basic_holding_a_document.htm">Cancel or hold a voucher in progress</a></p>
<p class="Help-Text"><a href="vouch754.htm">Effects of saving a receiving voucher</a></p>
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