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<p class="Help-Heading-1" style="background-color: #008000;">Voucher Fields</p>
<p class="Help-Text"><a href="../qbpos_receiving/vouchersoverview.htm">Receiving Overview</a> <span style="color: #c0c0c0;">| <a href="../qbpos_receiving/vouch702.htm">Creating a New Voucher</a></span></p>
<div style="float: none;">
<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">Refer to the table below for descriptions of each voucher field. Fields shown in brackets, e.g. <font class="hcp1">[field name]</font>, are <a href="javascript:void(0);" id="a1" onmouseover="if (parseInt(navigator.appVersion) >= 4 &amp;&amp; typeof(BSPSPopupOnMouseOver) == 'function') BSPSPopupOnMouseOver(event);" class="BSSCPopup" onclick="BSSCPopup('../qbpos_basic_procedures/basic309.htm');return false;">suggested<img src="../image/yellow_up.gif" alt="Click to display a popup topic" title="Click to display a popup topic" width="10" height="12" border="0" class="hcp2"></a> or <a href="javascript:void(0);" id="a2" onmouseover="if (parseInt(navigator.appVersion) >= 4 &amp;&amp; typeof(BSPSPopupOnMouseOver) == 'function') BSPSPopupOnMouseOver(event);" class="BSSCPopup" onclick="BSSCPopup('../qbpos_basic_procedures/basic308.htm');return false;">read-only<img src="../image/yellow_up.gif" alt="Click to display a popup topic" title="Click to display a popup topic" width="10" height="12" border="0" class="hcp2"></a> fields auto-filled by Point of Sale.</p>
<p class="Help-Text">If, when viewing a record list, columns (fields) shown below are not visible, you can use the <a href="../qbpos_basic_procedures/basic_customizelistcolumns.htm">customize columns</a> feature to add them.</p>
<p class="Help-Note"><span class="hcp3">Note</span>: The ability to see cost fields, including margin and markup and other fields related to cost, can be controlled by <a href="../qbpos_secadmin/secadminoverview.htm">security rights</a>. 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.</p>
<p class="Help-Text">&#160;</p>
<table cellspacing="0" width="378" class="hcp4">
<tr class="hcp5">
<td style="width:33.33%;" bgcolor="#E6E6E6" class="hcp6">
<p class="Help-Text"><font class="hcp1">Field</font></p>
</td>
<td style="width:66.67%;" bgcolor="#E6E6E6" class="hcp6">
<p class="Help-Text"><font class="hcp1">Usage</font></p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="font-weight: bold;">Vendor*</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">The vendor from whom the merchandise is received. Select the vendor in this drop-down list or choose <span class="hcp3">S</span><font class="hcp1">elect From Vendor List</font> <font style="font-weight: bold; font-style: italic;">(&lt;F4&gt;)</font>. Brought from a referenced PO, if applicable. Required field.</p>
<p class="Help-Text">Upon entry, Point of Sale alerts you if open POs exist for the vendor.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="font-weight: bold;">[PO #]</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">The number of the purchase order that the voucher is receiving against. &#160;Displays "Multiple POs" if receiving against more than one PO.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="font-weight: bold;">[Date]</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">The date when the voucher was created. Default: todays date. Editable with security rights. </p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text"><font class="hcp1">[Associate]</font></p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">The person making the voucher. Populated with the logged-in user, if logins required.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="font-weight: bold;">Item Fields</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">These fields pertain to the received items listed on the voucher. See also I<a href="fields02.htm">tem Fields</a> for a description of common item fields that may be available.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="text-align: right;">[Qty]</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">The number of units of an item received (or returned) on the voucher. From a referenced PO or suggested as one (1). Editable.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="text-align: right;">[Unit Cost]</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">For a voucher line item, the unit cost at which an item is being received (or returned).</p>
<p class="Help-Text">Default: The order cost from a referenced PO, or the current inventory <font class="hcp1">Order Cost</font>. Editable.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="text-align: right;">[Ext Cost]</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">Extended cost: For a voucher line item, the <font class="hcp1">Qty</font> x <font class="hcp1">Voucher Cost</font>.</p>
<p class="Help-Text">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.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="text-align: right;">[Original Order Qty]</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">If referencing a PO, the item quantity ordered on the PO.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="text-align: right;">[Order Qty Difference]</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">The difference between the quantity that was ordered on a referenced PO and the quantity actually received.</p>
</td>
</tr>
</table>
<table cellspacing="0" width="378" class="hcp4">
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="hcp7">Serial # &#160;(Pro)</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p>Used to record serial numbers of received items. <a href="../qbpos_basic_procedures/basic_serial_number.htm">Learn more</a>.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="hcp7">[Unit of Measure] &#160;(Pro)</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p>Used to display or change the unit (size) of the item being received when using the <a href="../qbpos_inventory/inven_uom_multiple.htm">multiple units of measure</a> feature. Defaults to your purchase-by unit or the unit from a referenced PO</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p style="font-weight: bold;">[Store] <span style="font-weight: normal;">&#160;(Pro)</span></p>
</td>
<td style="width:66.67%;" class="hcp6">
<p>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.</p>
</td>
</tr>
</table>
<table cellspacing="0" width="378" class="hcp4">
<tr class="hcp5">
<td style="width:33.33%;" class="hcp8">
<p class="Help-Text"><a href="fields07.htm">Return to top</a></p>
</td>
<td style="width:66.67%;" class="hcp8">
<p class="Help-Text">&#160;</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="font-weight: bold;">Comments</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">Text field for recording any pertinent information about the shipment. Select <span class="hcp3">Edit Comments</span> from the I Want to Menu if you need additional space. Comments are printed on the voucher.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text"><font class="hcp1">Billing Information Fields</font></p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">These fields appear only if you have elected to <a href="../qbpos_receiving/voucher_billinginfo.htm">enter vendor billing information in Point of Sale</a> in company preferences. These fields are editable even after the voucher is saved. This information affects how the voucher is <a href="../qbpos_qb_data_exchange/qbfs_receivingvouchers.htm">sent to QuickBooks Desktop financial software</a>.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="text-align: right;">Already Paid</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">Select this check box if you have already prepaid for the items, such as with a credit card.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="text-align: right;">[Payee Name]</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">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.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="text-align: right;">[Terms]</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">Terms of payment. From the payee record, or if applicable, carried from a referenced PO. Can be edited for individual vouchers. <a href="../qbpos_vendors/vend359.htm">Learn more</a>.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="text-align: right;">Bill Date</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">Enter the billing date from the vendors invoice.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="text-align: right;">[Invoice Due]</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">The date that payment for the invoice is due to the vendor. Calculated from Bill Date and Terms.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="text-align: right;">Invoice/Ref #</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">Use to record the vendors invoice (bill) number for the shipment. <span class="hcp3">Important</span>: 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.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="font-weight: bold;">[SubTotal]</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">The sum of all extended item costs before discounts, fees, and freight are applied.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="font-weight: bold;">Discount,Fee, and Freight &#160;Fields</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">Entered by selecting <span class="hcp3">Enter Discount/Fee/Freight</span> 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. <a href="../qbpos_receiving/voucher_spreadcosts.htm">Learn more about spreading these amounts.</a></p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="text-align: right;">Discount %</p>
<p class="Help-Text" style="text-align: right;">Discount (amount)</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">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 <a href="../qbpos_purchasing/po614.htm">PO discount</a> is proportionally carried to the voucher. These fields are editable after the voucher is saved, if not spread across items.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="text-align: right; font-weight: normal;">Freight</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">Use to record freight charges. This field is editable after the voucher is saved, if not spread across items.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="text-align: right; font-weight: normal;">Fee</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">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.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="font-weight: bold;">[Total]</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">The voucher total after all discounts, fees, and freight are applied.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="font-weight: bold;">[Printed Message]</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">Not displayed on voucher form. One or two lines of optional text, defined in <a href="../qbpos_company_preferences/companyprefs_receiving.htm">company preferences</a>, that is printed on vouchers.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="font-weight: bold;">Receiving History List Fields</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">These fields are displayed only in your list of saved vouchers. You may have to <a href="../qbpos_basic_procedures/basic_customizelistcolumns.htm">customize the list columns</a> to see them.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="text-align: right;">[Voucher #]</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text" style="font-style: normal;">Sequential document number, assigned by Point of Sale.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="text-align: right;">[Type]</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text" style="font-style: normal;">Type of voucher: <span class="hcp3">R</span><font class="hcp1">eceiving</font> or <span class="hcp3">R</span><font class="hcp1">eturn</font>.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="text-align: right;">[Status]</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text">Receiving History list. Indicates status of voucher: <font class="hcp1">Regular</font>, <span class="hcp3">R</span><font class="hcp1">eversed</font>, or <span class="hcp3">R</span><font class="hcp1">eversing</font>. See R<a href="../qbpos_receiving/vouch723.htm" class="hcp9">eversing a Voucher</a> for more information on reversing.</p>
</td>
</tr>
<tr class="hcp5">
<td style="width:33.33%;" class="hcp6">
<p class="Help-Text" style="text-align: right;">[QB Status]</p>
<p class="Help-Text" style="font-style: italic; text-align: right;">(QuickBooks Desktop financial software users only)</p>
</td>
<td style="width:66.67%;" class="hcp6">
<p class="Help-Text" style="font-style: normal;">Receiving History list. Displays the status of financial exchange for a voucher: <span class="hcp3">N</span><font class="hcp1">ot Posted</font> (not yet sent to QuickBooks Desktop), <span class="hcp3">C</span><font class="hcp1">omplete</font> (sent to QuickBooks Desktop), <span class="hcp3">U</span><font class="hcp1">nbilled Purchases</font> (merchandise has been received on a voucher but has yet to be billed), or <font class="hcp1">error</font> (attempting to send the voucher to QuickBooks Desktop resulted in an <a href="../qbpos_qb_data_exchange/qbdata08.htm" class="hcp9">error</a>). <a href="../qbpos_qb_data_exchange/financialexchange_verifytransaction.htm" class="hcp9">Learn more</a>.</p>
</td>
</tr>
</table>
<p class="Help-Text">&#160;</p>
<p class="Help-Text"><a href="fields07.htm">Return to top</a></p>
<p class="Help-Text"><a href="fields10.htm">Data field overview</a></p>
<p class="Help-Text"><a href="fields_capacities.htm">Program capacities</a></p>
<div style="width: 100%; position: relative;" id="footer">
<p>&#160;</p>
<p class="Help-Note" style="background-color: #f5f5f5;"><img src="../image/lightningbolt_shg.gif" alt="This symbol indicates that an Internet connection is required." title="This symbol indicates that an Internet connection is required." width="9" height="15" border="0" class="hcp2"> &#160;Additional online resources. Internet connection required.</p>
<p class="Help-Text"><a title="POS User Community Web Site - opens in new browser window" href="http://www.qbinproduct.com/community/help/pos" target="_blank">Point of Sale User Community</a> Connect with other Point of Sale users and experts to ask questions and share advice.</p>
<p class="Help-Text"><a title="POS Support Web Site - opens in a new browser window" href="http://www.quickbooks.com/support" target="_blank">Point of Sale Support Web Site</a> Search our Knowledge Base of frequently asked questions, learn about available updates, or research other support options.</p>
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