Ship and Bill Total on Screen

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Ship and Bill Total on Screen

Hi,  we receive cartons of goods a purchase might be say 1000's cartons broken up across say 20 line items.  When entering the purchase I cannot see a total to cross check before recording have total items been entered.  It would be good quick cross check.  Any ideas ? The same in sales not on screen total of items either billed or shipped. 

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Re: Ship and Bill Total on Screen

Hi @MC76

 

As AccountRight is designed as an accounting software and not as a point of sale or warehousing software, the purchases and sales windows is designed to look to the dollar total rather than the total inventory quantity entered on a purchase or sale.

 

If the purchase you were entering had a single line for a carton of items, then if that had a dollar value then you could check each carton by using the Edit >> Insert Subtotal Line after entering in each cartons items. Each Subtotal Line will total the lines above it, until either the start of the invoice or another subtotal is detected. If the amounts matched up then you can assume that the amounts have been entered correctly.

 

The only other way around this would be to create a customised invoice that includes the Total Qty/Units field and preview the invoice using this customised form. When you preview the invoice, AccountRight will want to record the invoice. There’s unfortunately no way to avoid AccountRight wanting to record the invoice if you want to preview the invoice and see the quantity on that invoice.

 

Please feel free to post any other questions that you may have.

Regards,
Neil

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Re: Ship and Bill Total on Screen

Hi,

 

Thanks @Neil_M for the work around however can you help explain the Total Units: on Purchase Screen and how it is supposed to work. 

 

Also need help how do I amend received column for example we ordered 10 items we were billed for 10 items and only 5 arrived I assumed received column is there so you enter number received - am i wrong in this logic ?

 

See Screen Shot and notes attached.

 

 

 

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Re: Ship and Bill Total on Screen

HI @MC76

 

Are you able to clarify the version of AccountRight you are using in that screenshot? You can find this by going to Help >> About AccountRight. Also, are you using any add-on solutions or have you used any in the past that you can recall?

 

I ask because every version of AccountRight 201X.X I checked in an effort to replicate that screen did not have a Total Units line visible, as you have in the screenshot.

 

I recommend you have a look at our help article, Enter a bill, quote or order, as it does explain the different fields on each invoice layout, including the Item layout and if the information is drawn from elsewhere where it comes from.

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Neil

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Re: Ship and Bill Total on Screen

2013.3.15.5477 AccountRight PlusAU.

 

I have searched but cannot find and no previous add-ons.

 

I have searched everywhere as well for some info, I can check your articles hwoever if you cant find it then I think I might have some trouble.

 

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Re: Ship and Bill Total on Screen

HI @MC76

 

If you go and create a new purchase by going to Purchases >> Enter Purchases and start entering the purchase, does the number of units’ line appear? If it does are you able to try entering a purchase into Clearwater. You can find the Clearwater sample file by going to Open a Company File >> My Library >> Samples >> AU or NZ >> 2013.3. The Clearwater files have no password on them so you should be able to open the file without issue.

 

As AccountRight only updates certain information on an invoice when you tab off that line, are you able to tab off the end of the line you have entered in to see if that updates the information.

Regards,
Neil

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Re: Ship and Bill Total on Screen

Hi @MC76,

 

I have tried working on Enter Purchases screen but I also do not get to see Total Units as shown in your screen capture but would like to highlight how that feature works. 

 

Total units can be added as an extra field when customising your form and that will tally up all the units that have been billed regardless of what has been billed. It counts the total units in the billed column. It does not appear on the main Enter Purchases screen as per your capture but when previewed using the customised form. When customising your form for Purchases you can add Total Qty/Units from the Fields  menu (1), tick to display Total Qty/Units (2) and it will add the total Qty column (3).

Please see below:

21-11.png

 

Once you have customised and saved in your customised form this is what it will preview when you pick that form to view. See below:

Enter Purchases

21-11 -2.png

Preview using the customised form

21-11 -3.png

 

The second part of your query is regarding amending the items received, you simply need to change the Bill quantity to how much you have received and put whatever is pending in Backorder Using your example below you would convert your order to Bill and in the Bill column you would enter 5 and that would automatically adjust your Received column. If you expect to get the other 5 later you would enter 5 in Backorder column. The system will automatically create an Order for the other 5 that is on Backorder and you will be billed for 5 items. According to the system, you will only be billed for what is received and the rest can be as a back order. When you get the other 5 then you should be billed. 

 

Please do let us know how you go, and feel free to post again should you have any other queries. 

 


Regards,
Riena
MYOB Training Specialist

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