Here's what I have started doing to record additional information when receiving purchase orders. For me, this information is the source for generating invoices on the financial side of the house in QuickBooks. I recently converted to Square from QuickBooks POS, where all financial transactions were integrated for purchase orders and receiving vouchers.
I created a small text document that has formatted text for the additional data that I want to capture. This text is copied to the notes field when creating the purchase order. The following is an example of how the notes were updated during receiving:
To eliminate more manual work on my employees when receiving, I will apply a vendor discount to the whole invoice if that's how the invoice is received. This is handled differently from a financial standpoint and will not affect the item's unit cost. If the vendor breaks down the discount at the item level on the invoice, I will use that value as the unit cost on the purchase order and the cost of goods sold will represent the discount when the items are purchased from my customers.
Of course, some situations will have back-orders that are received on a future invoice. If there are still open items during the receiving process, we'll add another block of the formatted notes, with no values, in preparation of receiving remaining items. This will provide a history of all receiving activities for the purchase order.
Just a heads up. When viewing the purchase order (not editing) the line feeds within the note will be replaced by a single space so the text will all run together. When editing the purchase order, the line feeds will format the text correctly, which facilitates updating them during the receiving process. Here's what the example purchase order looks like when viewing ...
Hope this helps, or at least give you some ideas to assist you in your business processes.
Regards,
Patti
