Workflow Process: Receiving Items
This process actually starts outside of QuickBooks when the truck pulls up to the dock. At dockside, follow these steps:
Obtain documentation from the driver, such as the Bill of Lading or Packing List(s).
Count each item and verify against the documentation.
If time permits, print out the purchase order for this shipment from QuickBooks and compare against the documentation.
Sign off on driver receipt documents.
Initial packing lists to show receipt and to give to operations manager. Highlight items missing and on back order.
Photograph immediately any damaged items or pallets of products.
Customer service reps are responsible for submitting to UPS any damage claims for products that were shipped by this vendor. Accounting is responsible for follow-up of the claims.
In QuickBooks, click on Receiving Items icon on the Home Page or go to Vendors => Receive Items.
The Item Receipt form only records the addition to inventory. A separate Bill must be entered once the vendor invoice comes in.
Enter the Vendor name by typing in the first few characters or selecting from the drop down list. If a purchase order or bill exists for this vendor, you will see this window:
(Bills will be listed if they were received before the goods arrived).
Enter the Date the items were received, and a Ref. No. if there is one on the Bill of Lading or packing list.
In the Memo field, enter ‘Received by [your initials]’ to show who received the goods at the dock.
On the Items tab of the item receipt, first enter the internal item name.
Refer to the MPN field on the Item List in QuickBooks if you are unable to identify the internal item part name.
Once the item has been selected, the corresponding Description should fill in automatically.
Enter the quantity (Qty) of the item received. Make sure the correct Unit of Measure (U/M) is also selected. DO NOT ASSUME the default unit entered is correct!
The Customer:Job field should remain blank, as this field is not used on Purchase Orders when receiving stock (only used for drop ship orders).
The ‘PO/Bill No’ field will automatically fill in far right column.
In the lower left of the Item Receipt are buttons for optional actions. Click related transactions to add more
purchase orders. Clear
Customer Returns
Important: Do not void the customer’s original invoice. Doing so will impact the
average cost of all orders following it and throw off the on-hand balance.
Do not use the Item Receipt form for a return of merchandise from the customer. Instead, follow these instructions:
Go to QuickBooks => Reports => Memorized Reports => Customer Returns (this is a Pending Sales report filtered for pending credit memos which were created by Customer Service representatives).
Match the shipper to an outstanding Return Receipt (credit memo).
Email the Return Receipt to the customer.
Change status of Return Receipt by going to Edit => click Mark Credit Memo as Final. Change the template to [Company] Credit Memo
Determine if this item is to be replaced or repaired and sent back to the customer.
Determine if this item is still covered by the warranty period. Go to the customer record, or do a search for the original invoice. Compare it against the warranty periods for this item.
If the return is a replacement under warranty:
o Create a Sales Order for the replacement item to this customer. o Do not charge for shipping.
o Change status of Return Receipt by going to Edit => click Mark Credit Memo as Final. Change the template to [Company] Credit Memo.
If the return is a replacement, but not covered by a warranty:
o Enter a ‘sub-total’ line for the product(s) being replaced.
o Add a re-stocking other-charge item on the order, based on the company’s return policy.
o Add a line item for freight for the return shipping.
If the return is to be fixed and returned to the customer, and still under warranty:
o Open a blank Sales Order and change the template to the Work Order.
o Print out the work order and give the item and paperwork to production to fulfill.
o Change status of Return Receipt by going to Edit => click Mark Credit Memo as Final. Change the template to [Company] Credit Memo.
If the return is to be fixed and returned to the customer, but is not under warranty, or the warranty period has expired:
o Open a blank Sales Order and change the template to [Company] Work Order.
o Enter a ‘sub-total’ line for the product(s) being replaced.
o Add a re-stocking other-charge item on the order based on the company’s return policy.
o Add a line item for freight for the return shipping.
o Print out the work order and give the item and paperwork to production to fulfill.
QuickBooks Reports for Inventory Control Note: the format is: Name – description location.
Receiving:
Transaction List by Vendor – this report can be customized to serve
multiple purposes. Run the report, then use the filter tab to filter the report by Transaction Type. Change it to Item Receipt to show what was received for a specific period. Reports => Vendors & Payables =>
Transaction List by Vendor.
Transaction Detail – to find transfers that were done, run this report and
filter it for inventory transfers. Add the Inventory Site field to the report to easily see the transfer locations. It can also be used for looking up other types of transactions. Reports => Custom Reports => Transaction Detail =>
