When working with quotes and jobs, you may need to include estimated costs for disbursements A disbursement is a payment made by an organisation or individual to a third party and then on-charged to (or claimed back from) the client. , as you are not yet sure of their actual cost.
To convert estimated costs for disbursements to actual costs in WorkflowMax, you need to create a purchase order for those disbursements, then receipt that purchase order.
WorkflowMax allows you to produce a full receipt for the purchase order when all of the cost items on the purchase order have been received.
If any cost items are missing, you should produce a partial receipt for a purchase order.
Partial receipts can be used:
- if the goods are yet to be fully received, or
- if you have not yet received the invoice from your supplier.
Fully or partially receipting a purchase order (PO) will create a payable invoice in Xero (if you are a Xero user) or will create the payable invoices you export to your other accounting system.
If you have received all the goods but not yet received the invoice, you can produce a partial receipt for the PO or wait until you receive the invoice before you produce a full receipt.
Fully receipting the PO will remove it from the open PO list and archive it.
To produce a full receipt for a purchase order:
- In the Business menu, select Purchases.
- On the Purchase Order Manager screen, make sure the Current tab is selected.
- Drill down on the number of the purchase order you wish to receipt.
- On the Purchase Order Information screen, select Full Receipt.
- On the Purchase Order Full Receipt screen, provide the following information, as required.
Field Description Purchase Order Information Date The date the purchase order was created. Change this if required by typing a date or selecting a date from the pop-up calendar. Supplier Invoice Information Date The date the supplier's invoice was received. Due Date The date that the supplier's invoice must be paid by. Change this if required by typing a date or selecting a date from the pop-up calendar. Invoice No. The supplier's invoice number. Type in the number. Tax Tax rate applied to the items on the invoice. If necessary, select a rate from the drop-down list. Received Items (each ordered item has a Quantity and Unit Cost) Quantity The quantity of items ordered. For a full receipt, you should not need to change this value. If you do change it, a full receipt is produced for the changed amount. Unit Cost The unit cost of the ordered item. For a full receipt, you should not need to change this value.
- If additional items have been received, which were not on the original purchase order, add details, as required.
Field Description Additional Items Description
Description of the item whose cost is to be included in the purchase order. The text you type is matched against the cost items, stored in the Cost Admin database (Business > Settings > Costs), so that you can select one of these items if you wish.
Alternatively, you can just type in details of a new cost item (which is added to the receipt but not to the Cost Admin database).
Quantity The number of additional items received. Unit Cost Cost of each item (excluding tax). Code The supplier's or manufacturer's code for the item. Tax Tax applicable to the item. This value should match the value in the Supplier Invoice Information, Tax, value (unless the item is zero-rated, in which case you can select None from the drop-down list.
- Save your changes.
- The purchase order is saved to the Orders Archive tab on the Purchase Order Manager screen.
- The purchase order's State is changed to Fully Received.