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Item Receipt. What is the best process with an "Item Receipt" with multiple items but the Vendor only bills you for a portion? A & B on receipt, bill is for A Only?

Item Receipt. What is the best process with an "Item Receipt" with multiple items but the Vendor only bills you for a portion?

For Example:  Item Receipts is for Item A and Item B.  Vendor bill is received but is only for Item A.  When entering the bill against the Item Receipt/Inventory, both items come over.  There is no way to delete or remove Item B from the receipt being matched to the Vendor Bill.

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Best answer 12-10-2018

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There is no Different Transaction. You use Item Receipt b...

There is no Different Transaction. You use Item Receipt because, preliminary to getting a Bill, you need a dated transaction that puts this In Stock. Item Receipt is used for Inventory or Fulfillment of an order.

Or, you go right to Enter Bill.

If you have Item Receipt, you see it has a box to checkmark to Become the Bill = same transaction, different status, and Never Change the date.

"Item Receipts is for Item A and Item B.  Vendor bill is received but is only for Item A."

Then you either treat that as a Partial Dollar amount to pay, turning the entire Item receipt into a Bill and using Pay Bills and partially paying (use the Unshaded in Pay Bills).

Or, you need to Split the data into separate Item Receipts, preserving the original Date. Or, remove the Line Item from the original Item Receipt and make a Bill using the Original Date.

"When entering the bill against the Item Receipt/Inventory, both items come over."

It's the Same Transaction; you just Checkmarked the Box.

"There is no way to delete or remove Item B from the receipt being matched to the Vendor Bill."

You can remove it from the Item Receipt, and make it on its Own Transaction. Just preserve the other original info: qty and Date.


7 Comments
Established Community Backer ***

There is no Different Transaction. You use Item Receipt b...

There is no Different Transaction. You use Item Receipt because, preliminary to getting a Bill, you need a dated transaction that puts this In Stock. Item Receipt is used for Inventory or Fulfillment of an order.

Or, you go right to Enter Bill.

If you have Item Receipt, you see it has a box to checkmark to Become the Bill = same transaction, different status, and Never Change the date.

"Item Receipts is for Item A and Item B.  Vendor bill is received but is only for Item A."

Then you either treat that as a Partial Dollar amount to pay, turning the entire Item receipt into a Bill and using Pay Bills and partially paying (use the Unshaded in Pay Bills).

Or, you need to Split the data into separate Item Receipts, preserving the original Date. Or, remove the Line Item from the original Item Receipt and make a Bill using the Original Date.

"When entering the bill against the Item Receipt/Inventory, both items come over."

It's the Same Transaction; you just Checkmarked the Box.

"There is no way to delete or remove Item B from the receipt being matched to the Vendor Bill."

You can remove it from the Item Receipt, and make it on its Own Transaction. Just preserve the other original info: qty and Date.


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Thanks for excellent response qbteachmt.  You confirmed m...

Thanks for excellent response qbteachmt.  You confirmed my assumption.  I was hoping we would not have to stop the workflow by going back to the original receipt and splitting it into two separate receipts, but it is what it is.  Thanks for the validation and great insight.
Active Member

Re: There is no Different Transaction. You use Item Receipt b...

One of my companies has the "item receipt" option, but the second (other) company does not. How can I add that?

 

Thank you

QuickBooks Team

Re: There is no Different Transaction. You use Item Receipt b...

Hello there, @caren1.

 

Thanks for joining us here in the Community. Allow me to step in and help add the Item Receipt option in your second company file.

 

The most likely reason why your second company file doesn't have the Item Receipt option is that the Purchase Orders and Inventory option is turned off in your Company Preferences. To turn this on, here's how:

 

1. Go to Edit menu at the top, then pick Preferences on the drop-down.
2. Select Items & Inventory on the left panel, then go to Company Preferences tab.
3. Put a check mark on Inventory and purchase orders active, then click OK.

 

 

Once done, you can create an Item Receipt by clicking the Vendors menu and selecting Receive Items. Just in case you need it, here's a helpful article that tackles receiving inventory in QuickBooks Desktop: Receive inventory.

 

That's it! Please let me know how it goes or if I can be of additional help. I'd be glad to answer should you have any follow-up questions about QuickBooks. Take care and enjoy the rest of the day.

Established Community Backer ***

Re: There is no Different Transaction. You use Item Receipt b...

Item receipt does not rely on Inventory or POs being Enabled.

 

Open any Bill and look top right at the checkbox for Bill received, or not. Remove the Checkmark. Now you see this is an Item Receipt, no longer a Bill.

 

This does change the Home Page workflow icons, though. Don't Enable PO and Inventory just to see this on the Home Page. It's a status Change from a Bill, so just Start from Enter Bill.

Active Member

Re: There is no Different Transaction. You use Item Receipt b...

We are experiencing some issues when Item Receipt for Item A was matched to the invoice and paid, but when entering the bill against the Item B, then both items come over.  We're not sure if we're not doing something correctly or this is a system glitch. 

QuickBooks Team

Re: There is no Different Transaction. You use Item Receipt b...

Let me help you sort this out, @ngocvu.

 

Verifying and rebuilding your company file resolve unexpected behavior when managing your item receipts and creating bills.

 

Here's how:

  1. Back up the QuickBooks company file.
  2. To verify the data
    1. Click the File menu.
    2. Select Utilities.
    3. Choose Verify Data.
    4. If the Verify Data pop-up window appears, just click OK.
  3. To rebuild the data
    1. Go to the File menu.
    2. Choose Utilities.
    3. Select Rebuild Data.
    4. QuickBooks will prompt you to create a backup copy, click OK.
    5. Follow the on-screen instructions to complete the backup. You can check out our guide on how to create a backup for reference.
    6. Once the process is complete, click View issues.
    7. Close the QuickBooks Verify/Rebuild Results window.

Once completed, let's delete and recreate the Item Receipt for Item A. Lastly, enter a bill for Item B. For more detailed steps, you may check this article: Enter bills against inventory.

 

Also, these articles might come in handy:

You can always get back here in the Community if you have other questions about the Account Payable workflows in QuickBooks. I’m always here to help.