Vendor Receptions

What is it and what is it for?

Each Vendor Reception states who sold you the merchandise (the vendor or related party), the vendor's document reference, the currency and exchange rate, the location where the merchandise comes in, and the detail of the items or services received with their unit cost. It can optionally reference the source Purchase Order, both at the header and on each line, to automatically bring in the agreed items and terms and validate that what was received matches what was ordered.

If your company has Import Landed Costs enabled (freight, insurance, customs duties), you can allocate them across the reception's items to get each one's real cost, instead of keeping only the cost agreed on the Purchase Order. The reception's Cost Report shows you that comparison line by line.

Screens in this area

How to record a reception, step by step

1. Choose how you'll originate it. Open it from scratch from the list with New, generate it from a Purchase Order to bring in the vendor, currency, payment terms and items still pending receipt, or upload a photo/PDF of the physical invoice with New from file so the smart document reader fills in the vendor, date, reference and lines for you.
2. Confirm the general data. The vendor is required, so is the location where the merchandise comes in, and the reference (the number the vendor gave you) can't repeat for the same vendor and subsidiary. If your company uses multiple currencies, confirm the exchange rate (it must be greater than zero).
3. Add the items received with their quantity, unit of measure, price and cost; enter a bin and lot if the item requires them, serial numbers if it's serialized, and the applicable tax. If your company requires purchasing against a Purchase Order, link each line to the corresponding order; otherwise, you need the additional privilege to register without an order. If every line uses the same Bin, type the value on the first line and click the blue arrow in that column header to copy it down to the rest of the detail. The bin only goes to lines whose item uses bins; if a line is left out, AdmCloud tells you.
4. Apply indirect costs if your company has them enabled: select the inventory import and the freight, insurance or customs duty documents that apply, and use Calculate Indirect Costs to allocate them across the received lines.
5. Attach the supporting document (the vendor's physical invoice) if your company requires it, and save. AdmCloud numbers the document, updates the inventory, calculates the totals, posts the accounting entry and leaves the balance available for your Vendor Payments.

Indirect costs and imports

When you purchase imported merchandise, each item's real cost is usually higher than the price agreed with the vendor once you add freight, insurance and customs duties. If your company has Import Landed Costs enabled, the reception lets you:

• Link the reception to an inventory import that groups the associated cost documents.
• Select, from a list of up to 25 related documents (freight, insurance, other vendors' customs duties), which ones you want to include in the allocation.
• Use Calculate Indirect Costs to automatically distribute those amounts across the reception's lines, updating each item's cost.
• Review the result line by line in the Cost Report, including the Purchase Order's cost, the indirect cost allocated and the final cost.

Key fields

Validations when saving

• The vendor is required and can't be voided or inactive if the reception is created from scratch.
• The reference can't repeat between bills, debit notes or expenses for the same vendor and subsidiary.
• You must add at least one valid item or service line.
• The exchange rate must be greater than zero, and the Accounts Payable period matching the date must be open.
• Each line's discount must be between 0% and 100%, and negative prices aren't allowed if the quantity is greater than zero; the cost can't be negative.
• If the item requires a bin or lot, you must enter it, and the bin must belong to the same location as the reception.
• If the item is serialized, you must enter as many serial numbers as the quantity received.
• If you link a Purchase Order, it can't be voided, must be authorized, and must belong to the same vendor and subsidiary.
• If the vendor requires purchasing against a Purchase Order, you can't save lines without an order unless you have the additional "Register without Purchase Order" privilege.
• You can't change the document number when editing, nor edit or void a reception that's already been electronically signed if your e-invoicing configuration prevents it.

Deleting or voiding

You can delete a reception only if it has no dependent documents (for example, applied payments, credit notes generated from it, or an electronic signature on record); in those cases, AdmCloud blocks the deletion and you must void it instead. Voiding reverses the received inventory and keeps the document and its accounting entry for audit purposes, but marks it as cancelled and it no longer affects the vendor's balance.

Reports

From the list's Reports menu you can generate a vendor reception report, filterable by date, vendor(s), subsidiary, location and item. In addition, from each reception's Details you can open its individual Cost Report, with the agreed cost, the indirect cost allocated and the final cost per item.

Availability, permissions and conditions

• Access is controlled by the "Vendor Bills" permission (shared with the Vendor Bill), with separate levels for browsing, adding, editing, deleting and voiding; saving without linking to a Purchase Order additionally requires the "Register without Purchase Order" privilege.
• This feature requires your plan to have the Inventory module active, available from the Start plan onward.
• Linking the reception to a Purchase Order requires the Standard plan or higher (Purchase Orders module).
• Import Landed Costs require the Standard plan or higher.
• Tax withholdings are only shown depending on the mode configured in your company's Preferences.
• The bin, lot, serial number, attribute, division, department, item class, project and equipment fields only show up if your company has those modules active.
• Subsidiary is only required if your plan has subsidiaries enabled.

Tips and common pitfalls