Receipt cards

A Receipt Card is a document about the receipt of the articles to the stock. The Receipt Card enters into the accounting. Confirmation of the receipt card executes a physical receipt of the articles to the stock. The confirmed Receipt Card can be assigned and booked in the Accounting module.

Picture: Open Menu of Purchase/Supply Module - Receipt Cards

The book Receipt cards

Picture: The Receipt cards book

Stock prices for receipt:

There are several variants of the entering of prices. The ideal case occurs if you have first a confirmed Invoice for a received article. The price of a received article is exactly specified by this. However, if any of the items is not on the confirmed invoice, the stock price from the Articles database is stated for it initially.

If you confirm the Receipt Card earlier than the invoice, you will receive a notice about that and the receipt will be executed in the defined price that corresponds to the stock price in Articles database, resp. to the price that you have changed on the Receipt Card before its confirmation. The Invoiced price will be saved only in the Invoice and it does not influence the Stock price of the Receipt card. Later, it is possible to adjust these differences by using Stock recalculation function.

In the case that you confirm the invoice earlier than the Receipt Card, the original stock price in the Receipt Card will be automatically overwritten to the invoiced price and this price cannot be changed any more.

The above mentioned information does not valid in the case of warehouses with the set Fixed stock price – when confirmation the receipt card, the article will be always appreciated by the Planned stock price from the Article card and the Stock recalculation will not affect this price any more.

Receipt card document

Basic data (1st page)

On the 1st page of the Receipt card, the basic data, that serve for the identification of a document, are saved. If a Receipt card is issued as the inferior document, the data from the superior document, ie from the purchase order, will be automatically added to the heading of a Receipt card.

Picture: Receipt cards - 1st page

Fields Description:

Order	If a receipt card is issued as the inferior document, the number of a purchase order, which it is linked with, is displayed in this field. If the receipt card is issued as the free document, this field will be empty.
Addresses	The button to display an addressee and a superior firm. For further information see the Addressee chapter.
Receipt Card	The Book, Business year and Receipt card number.
Status	Field for a selection from code list. This field enables to filter document according to the status, that has been selected by a user.
Supplier	Data about a supplier, from which the article is taken off. This field has reference to the Suppl./Cust. book.
Whse.	Warehouse of a receipt card. Priorities of adding the warehouse into a header of a receipt card: receipt card created from the purchase order: a planned warehouse from an item - according to the book of a document - physical stock; linked receipt card created by Insert key: according to the book of a document - physical stock; free receipt card created by Insert key: according to the book of a document. Physical stock: this warehouse is displayed in the lower status bar of the program and before creating a stock document, it can be changed directly from the superior document from the 2nd page by the Alt+F10 keys.
Zone	Zone of a warehouse, into which a receipt will be executed. Selection of a location in items is limited by a zone in a header of a document.

In the lower part of this form, you can work with notes by using the Notes, the Header Text or the Footer Text tabs. The further description of the work with notes is stated in the Basic Code Lists and Supporting Modules K2 – Notes chapter. The Supplier`s internal text tab serves to display the internal text of a supplier. The Tasks and Activities tabs are also available. The work with tabs is described in the Tasks - document's tab and Activities - document's tab chapters.

Header of the Receipt card document includes only Data tab.

Data - RECEIPT CARDS

The Data tab contains only basic information of a document header.

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Picture: Data - Receipt card (1st page)

Fields Description:

Cost Centre	Abbreviation of a cost centre, which issued the Receipt card.
Contract Code	Code, which is copied into the receipt card items.
Device	Reference to the Device book. It is copied from the Purchase order to the inferior documents.
Code 1, Code 2, Officer	The fields enable the user identification, eventually a reference to the Officers book. For the further description see the Basic Code lists - Code 1, Code 2, Officer chapter.
Accepted from	Who was the article received from.
Matching Symbol	This field serves to enter the matching symbol definition of the accounting documents (see the Accounting - Matching Symbols chapter).
Posting key	Posting key of a receipt card. If you do not define the posting key in the Receipt Card items, then this posting key will be added into its individual items when the document confirmation.
1st confirmation	The date and hour of the first confirmation of a receipt card including person, who executed the confirmation.
2nd confirmation	The date and hour of the second confirmation of a receipt card including person, who executed the confirmation.
Plan type	The Selection from a Plan type code list. The Plan Type, that is defined in the Purchase books book on the 1st page in the Plan Type field, is entered by default into the new documents. If you create a Receipt card as a linked document to a purchase order, a plan type will be copied from the purchase order.
Queue	Field for inserting the document to the queue for the processing. (An example can be dividing of Warehousemen into the appropriate groups.)
Priority	Priority of the document for inserting to the job queue.
Warehouseman	A person, who has processed the document. Warehouseman is selected from the Officers book.
Date from / Date to	Time interval, for how long a warehouseman performed a logistic task (receipt).
Date of Issue	Date of issue of a receipt card. The current date is automatically pasted to this field.
Description	The random description of a document.
Issued by	The name of the employee who issued the document.
Changed by	The date and name of the employee, who made the last change.
Ignore receipt prices	If this field is checked, then the actual price at the receipt items (positive items on a receipt card) is ignored and the article will be priced as a release when confirmation the document, i.e. according to the method of pricing the stock.

Items (2nd Page)

A list of the items, that are received to stock, is stated on 2nd page of the receipt cards. Insert a new item in Change mode or in a New record by pressing Ins key. If you issue a free document, the Purchase item form, where you can select a required article and enter the required data, is displayed. If you issue a linked document, select the items from the Items of Heading book after pressing Ins key. All items, that are put on a purchase order, but any receipt card has not been issued on them yet, are stated here.

Picture: Receipt cards - 2nd page

The Purchase Item form can also be activated by pressing Enter key on the individual items of a receipt card either in Change mode or in Browse mode. In addition, in the Change mode you can edit data about the received quantity of an article, add the codes etc.

Values in the documents items, including discount, can be adjusted in bulk by using the Change items in bulk button in Change mode. The further description of this function is stated in the Bulk change of documents items and Purchase and Sale Items chapters.

Posting (3rd page)

The 3rd page of the Receipt card serves for the ac. assignment and posting. Those problems are described in details in the chapter Accounting - Booking and Settlement.

Documents (5th page)

Statement of all documents, that are linked with this receipt card by using a superior document (purchase order), is stated on 5th page of Receipt card. Transfer among the individual documents is executed by the simultaneous pressing the Ctrl key and the initial letter of a document. The selected document can also be displayed by Enter key.

Picture: Receipt cards - the 5th page with the open Invoices in tab

Serial Numbers (6th Page)

The serial numbers entered on the receipt card item are displayed here. Closer description of work with the serial numbers in the stock documents is stated in the chapter Purchase and Sale Shared Elements - Serial Numbers.

Picture: Receipt cards - 6th page

Ext. documents (9th Page)

External documents and other documents can be assigned onto the 9th page. Further description is stated in the chapter Basic Code Lists and Supporting Modules K2 - 9th Page.

Functions of the Receipt cards module menu

Form – Bulk Actions – RECEIPT CARDS

Bulk actions can be initialized only over the evaluating filter.

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Picture: Functions of the Receipt cards module menu

Description of the selected functions

Change Status	It enables to change the Status field in bulk for the selected records.
Change bits	It includes a possibility to change in bulk the option of a document Ignore receipt prices. You can choose, whether the change should also be executed for the confirmed documents. Function ensures to change the checkbox in the header of a document and change the value in its items.

Functions over Receipt Cards

Alt+F5	It opens a form to change a stock price on a confirmed document (2nd page in Browse mode).
Alt+F6	Release from handling unit. Function serves for inserting all items from the selected handling unit into a document (2nd page in Change mode). Negative items are inserted into a receipt card.
Ctrl+F3	Allocate inc. costs (2nd page in Browse mode).
Ctrl+F6	Entering Batches and Location into the items of releases (2nd page in Change mode). The functionality is identical to the functionality of program when the Assign batches and locations when saving parameter is activated.
Ctrl+Shift+F6	For the currently marked item, it will open the Wizard form of a stock record and it will enable to manually add the selected combination (contract code + batch + location) into the document item directly from the row of document items. (2nd page, in a Change mode).
Alt+Shift+F2	Confirmation of a stock document with negative level control off. If an Article card with the serial number records is on a document, the serial numbers are not taken into consideration (i.e. a status of serial numbers in stock is not updated). On such a documents, there is set a flag that indicates that the document contains incorrect Serial Numbers - the icon will be displayed in the "CFNeshodaSN" field. Until the stock serial number records will be updated and until a document will be corrected (the further description in the Consistency chapter, the Consistency of serial numbers part), a document could not be confirmed or undoconfirmed by the standard mechanism. Execution of the function is always logged on to the changes. The function is accessible only to the users with the right (Administration/Code lists/Articles - Set "Negative stock level allowed" checkbox)
Ctrl+Shift+F2	Undo the confirmation of the Stock Document with negative level control off. If an Article card with the serial number records is on a document, the serial numbers are not taken into consideration (i.e. a status of serial numbers in stock is not updated). On such a documents, there is set a flag that indicates that the document contains incorrect Serial Numbers - the icon will be displayed in the "CFNeshodaSN" field. Until the stock serial number records will be updated and until a document will be corrected (the further description in the Consistency chapter, the Consistency of serial numbers part), a document could not be confirmed or undoconfirmed by the standard mechanism. Execution the function is always logged on to the changes. The function is accessible only to the users with the right (Administration/Code lists/Articles - Set "Negative stock level allowed" checkbox)
Ctrl+Alt+F5	Function enables to choose Status of a document.

Cancellation of the Receipt Card:

If the invoice has been already saved (the number has been assigned to it), it cannot be deleted by any procedure. Only in the case that it has not been confirmed yet, it can be cancelled. Execute it by pressing F8 key. At the cancelled Release Note, only its header with the flag of the cancellation will remain in the database. The Release Note items will be deleted. If you need to find out consequently what content was stated at the Receipt Card before its cancellation (by the reason of any check), it is possible to find it out from the Invoice In that is linked to that Receipt Card.

Receipt cards reports

Receipt Card


Process No.: SKL001, ZAS009	Report ID: SZAS008	File: PRI_DOK01.AM
Report description: Receipt Card. The report enables to save parameters into the „.xml“ file. It is possible to export into the „.pdf" file in bulk and send by e-mail.
Address in the tree: [Purchase / Supply] [Receipt Cards] [Print reports - Lists] [Warehouse] [Receipt Cards] [Print reports - Lists]

Report parameters:

Assignement - No

Yes - it displays booking of the documents (data from the 3rd page of the document).

BarCode - Yes

Yes - a bar code is displayed.

Batch - No

Yes - It displays the batches for an item.

BatchAttr - 0

0 - Nothing is displayed; 1 - batch parameters are displayed; 2 - required batch parameters are displayed.

BusinessRegister - Yes

Information about the Business register from the Setting of own companies are displayed. No - it is not displayed.

CodeOfCurrency - No

Yes - It displays a code of currency (e.g. USD). No - It displays a sign of currency (e.g. $).

ContactsFrom - 1

1- It displays contacts of the user, who issued the document, 2 - it displays contacts of the user, who prints the document.

CombineOrigItem - Yes

Yes - it merges the items with the same "OrigItemF" (if it is not different in a price and the other attributes).

DefaultExport - No

It is described together with the other export parameters in the Report parameters for a bulk sending by email chapter.

Description - No

Yes - it displays information from the Description field from the 1st page of the document.

DescriptionFromItem - No

Yes - it displays a supplement that is entered into the Description field on an item of a document.

DraftLabel - Yes

Yes - a "DRAFT" text is displayed at the background of the report, if a document is not confirmed. No - a "DRAFT" is not displayed.

Export_... - different parameters

Export parameters, that are summary described for all documents in the Report parameters for a bulk sending by email chapter, are a part of a report.

Interactive - No

No - an input form for entering the parameters values is displayed.

KeepEnvelopeFormat - No

Yes - the empty place under a place for window of an envelope is hidden. The effect of a saved space is multiplied if the parameter "BarCode" is set on "No". It has meaning, if the user does not use the window envelopes, he does not want to fold the printed document to an envelope according to the cam line guide of a document.

Yes - a place is not hidden - the line between items and the address part will always be in one third of a page.

LangAccordtoParams - No

If the report should be printed in a language that is set in the "Field language" and "Report language" parameters, then you have to set a value of the parameter on "Yes".

LeftEnvelopeWindow - No

Yes - address of a customer is printed in the right side (determined for sending documents by mail in abroad where a window for a wrapper is in the left side); No - address of a customer is on the left side.

LeftShift - 5

By how many mm the edge of the report is moved to the left (it serves for setting a print on a printer).

LogoPictureFooter - 0

Parameter adjusts the footer logo display. If the parameter is empty, a logo, according to the setting of theFooter picture parameter in the Administration - setting of own companies function, will be displayed. 0 - nothing is displayed, but a place keeps free (for a headed paper), 1 - no picture or free space. Name of a file with png suffix - specific picture in the Pictures directory of the given firm.

LogoPictureHeader -

Parameter adjusts the header logo display. If the parameter is empty, a logo, according to the setting of theHeader picture parameter in the Administration - setting of own companies function, will be displayed. 0 - nothing is displayed, but a place keeps free (for a headed paper), 1 - no picture or free space. Name of a file with png suffix - specific picture in the Pictures directory of the given firm.

TypeSort - 2

0 - it displays no number, 2 - it displays an item number from a purchase order in "#001" format.

OneLineItem - No

Yes - it always displays a document item on 1 line.

Price - 0

0 - it displays no prices, 1 - it displays a planned price, 2 - invoiced price, 3 - stock price.

SerialNumber - No

Yes - it displays the serial numbers for the items.

Sign - @Vyst;;;

Parameter has got 5 positions:

1. position determines a person, whose signature should be displayed. It may be a picture called according to Logname of a user, who has issued the document (@Vyst) or who prints the document - so according to the current login (@akt), or the current Logname. Picture has to be always in format Logname.png and it has to be located in Pictures directory.

2. position: picture height.

3. position: distance from the left edge.

4. position: distance of a picture from the upper edge of the given section.

5. position: picture width.

Example: (Sign - @vyst;27;47;0;83) It prints a signature of a user, who has issued the document, 27 points high, 47 points indented from the left margin, by the upper margin. A picture is 83 points wide.

SortBy -

Field is filled with a field value from the sales items (e.g. Art_No;Abbr. or CF_CeJePlM). Items on a document will be sorted according to the parameter value. Parameter is empty by default.

If a value of this parameter is filled in, then items will not be combined, even if the CombineOrigItem parameter is set on Yes.

StateOfOrigin - No

Yes - it displays a code of tariff and a country of origin at the items. If it is filled on a batch, it displays information from a batch; else it displays data from the Article card.

SupplFromArticles - 0

0 - Nothing is displayed, Empty value - Business text from the Article card is displayed, otherwise the entered supplement from the Articles card (e.g. supplement of the DB type) is displayed.

SupplFromCustomer - DZ

0 - Nothing is displayed, Empty value - Business text from the Customer card is displayed, otherwise the entered supplement from the Customer card (e.g. supplement of the DZ type) is displayed.

SupplFromItem - TX

0 - Nothing is displayed, empty value - text from the Text tab in a document item is displayed, otherwise the entered type of supplement from an item is displayed.

SupplFromClient - TEXT

TEXT value displays information from the field General information from the own company. Otherwise it displays the entered type of supplement from the Client parameters.

Title -

The entered value of the parameter is displayed as a title of the report. If the parameter is empty, an original name of the document is displayed (e.g. Invoice).

List of receipt cards


Process No.: SKL001, ZAS009	Report ID: SZAS011	File: PRI_SEZ01.AM
Report description: List of receipt cards.
Address in the tree: [Purchase / Supply][Receipt cards][Printing of documents - lists] [Warehouse][Receipt cards][Printing of documents - lists]

Report parameters:

ShowPrices - No

Yes - it displays information about the price.