Receipt
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      1. ParagonERP
      2. Modules
      3. Receipt

      Creating a receipt

      Introduction

      The Paragon receipt module can be used to receive finished goods or raw materials from your vendors, or it can be used to receive returned goods from your customers. Paragon makes this process easy and efficient by offering you multiple workflows to accomplish these various tasks.

      Here, we'll walk you through how to create a receipt in Paragon manually as well as how to create receipts from transactions such as purchase orders, RMA's, shipments, and work orders.  

      The receive module is based on Paragon's standard transaction screen.

       

      Open the receive module

      Open the receive module by selecting it in the right-hand navigation bar or in the more menu.

       

      Creating a receipt manually

      This is the list view of the receive module. To add a new receipt, click the add new button. 

       
      In the modal that appears, select the method you want to create the receipt from; in this case click manual.
       
      Add general information

      Select a vendor name from the drop-down list. Once the vendor is selected, the bill from and ship from addresses will auto-populate from the vendor file. The bill to and ship to addresses will come from my company.

      Select bill from and ship from addresses

      If the vendor has multiple addresses in the vendor file, the system will pick up the first address listed. However, this can always be changed. To do this, start by clicking on the arrow to the right of either the bill from or ship from.  Select the appropriate address from the drop down list.

      If the address does not exist, you can create a new address.
      Select bill to and ship to addresses
      You can also change your bill to and ship to addresses from the drop down list available in my company or by creating new ones.
      Note: If you are creating a receipt that is not linked to a vendor, you do not need to enter a company name and can leave it blank.
       
      The receipt will not have a transaction number until the receipt is saved. Once a transaction number is assigned, it will replace #####.
       
      Select the date by clicking on the calendar icon and selecting the appropriate date. If you don't select a specific date - today's date will be used as a default.
       
       
      Enter information in the business terms

      In the middle of the screen, you have what is known as the transaction business terms. This section contains up to 6 attributes that are most relevant to that transaction. (These are configured in screen setup for the receive module.)

      The next step is to fill in all the necessary information in these terms. When these attributes were created, there was the option to enter values as free-flowing text or to choose from a list of drop-down values. This would be why some of the values on the attribute panel need to be filled in either by clicking on the field and typing in the correct information or selecting it from the drop-down list.

       

       

      Add products to your receipt

      To add a product or line item to your receipt, click add product in the bottom left-hand side of the line item area.

      Select all the items you would like to add to your receipt by checking off the boxes on the left. To add all the selected products, click accept. (If you would like to cancel the addition of line items or products, click close.)

       

      You will now be brought back to the transaction screen. Here you will enter the appropriate quantity for each item.
      Enter the quantities in the expected quantity column. The same quantities will copy to the quantity field, but can be changed later on if you actually receive a different amount. 

      Canceling a receipt

      A receipt can be canceled at any point before it is saved by clicking cancel in the upper left-hand corner.

      Saving a receipt

      Once you have filled in all the relevant information you can save your receipt by clicking save in the bottom right-hand corner.

       

      Once the receipt is saved, it will automatically be assigned a transaction number and a temp status.

       

      Creating a receipt from a purchase order

      To create a receipt using a purchase simply add a new transaction and make sure the purchase orders tab is selected (highlighted in orange below).  Select the purchase order you want to use to create the receipt by checking the corresponding box on the left. To deselect a purchase order, uncheck the box.
       

      Select the inherit quantities option if you want the receipt that is created to have the exact same item units as the purchase order.

       
      A receipt can be canceled at any point before it is saved by clicking the close button in the bottom left-hand corner.
       
      To create and save a receipt from the purchase order(s) you selected, click the accept button in the bottom right-hand corner.
       

      Create receipt from shipment

      Select the method you want to create the receipt from. In this case, make sure the ship tab is selected. (It will be highlighted green.) Select the shipment you want to use to create the receipt by checking the corresponding box on the left.

      To deselect a shipment, uncheck the box.

       
      A receipt can be canceled at any point before it is saved by clicking the close button in the bottom left-hand corner.
       
      To create and save a receipt from the shipment(s) you selected, click the accept button in the bottom right-hand corner.
       

      Creating a receipt from a work order

      To create a receipt using a work order, select the work order tab which will highlight in red.

      Select the work order you want to use to create the receipt by checking the corresponding box on the left.

      To deselect a work order, uncheck the box.

       
      A receipt can be canceled at any point before it is saved by clicking the close button in the bottom left-hand corner.
       
      To create and save a receipt from the work order(s) you selected, click the accept button in the bottom right-hand corner.
       

      Creating a receipt from an RMA

       
      Select the method you want to create the receipt from. You will know that the RMA tab has been selected when RMA is highlighted in turquoise. Select the RMA you want to use to create the receipt by checking the corresponding box on the left.  To deselect an RMA, uncheck the box.
       
       
      A receipt can be canceled at any point before it is saved by clicking the close button in the bottom left hand corner.
       
      To create and save a receipt from the RMA(s) you selected, click the accept button in the bottom right hand corner.
       

      Overriding the exchange rate

      Sometimes, the exchange rate on a receipt may vary from what is set up in your exchange rate file at the time of the receipt. If you want to calculate your costs more accurately, you can use the override exchange rate attribute. Add this attribute to your receipt more screen so that you can change the exchange rate specifically for each receipt if required.

       

      I've created my receipt, now what?

      Once a receipt has been created you can proceed in a number of ways using the green action button in the bottom right hand corner:


      Once you issue the receipt, you will no longer be able to modify the expected quantity field. You may still change the quantity value but the expected quantity will stay locked.
      Completing a receipt will update the inventory. 
       
       
       

      What's Next?

      For more information on receipts and related transactions, why not take a look at some of these handy articles: