Vendor Invoice / Receive

Invoice No.

System-generated receiving document number. Uses the standard Gltx frame with Store, Date, Time, Station, and Employee fields. Sequence numbering is by store.

Vendor

The supplying vendor (lookup). Changing the vendor clears existing items (with confirmation), auto-fills payment terms, and recalculates item costs for the new vendor.

Vendor's Date

The vendor's invoice date (from the vendor's paperwork). Used for due date calculation. Defaults to the post date.

Terms

Payment terms (lookup). Auto-populated from the vendor's default terms. Changing the terms recalculates the Due Date. See the Terms Master.

Due Date

Payment due date. Auto-calculated from the Vendor's Date and the Terms setting. Can be manually overridden.

Account Class

Optional account class for header-level GL postings. Only visible when the Account Classes feature is enabled. See the Account Class Master.

Reference

Reference string for cross-referencing or notes (optional).

Status

Transaction status. Controls posting and visibility in lists.

Date

Posting date for the transaction. Defaults to today.

Time

Time of posting. Auto-filled from the system clock.

Work Date

Work date for the transaction (may differ from posting date).

Shift

Shift assignment for labour or shift-based reporting.

Store

Store where the transaction is posted. Defaults to current store.

Station

Workstation or terminal where the transaction was entered.

Employee

Employee who created or is responsible for the transaction.

Memo

Free-form memo or notes attached to the transaction.

The main table lists items being received. Item lookup is restricted to purchasable items.

Description Editor

Inline editor for the line description. Double-click to open a larger multi-line editor.

Size

Dropdown of purchasable sizes for the item/vendor/store combination.

Qty

The quantity being received.

Cost

The unit cost editor.

Ext Cost

The extended cost editor (Qty × Cost).

View/Edit Description

Dialog opened by double-clicking the description cell for editing longer text.

When a serial-tracked item is entered with a quantity, Quasar automatically opens the Add Serial dialog to collect serial numbers and any associated extra data.

Item Info

The top section displays the Item Number, Description, Department, and Subdepartment of the serial-tracked product, along with a counter showing which serial entry is currently being processed (e.g. “Selected: 1 of 3”).

Serial Number Table

Automatic Column Display

Extra data columns appear automatically based on the item's Extra Info tab definitions and their Mandatory setting:

For gift cards and store credits, the system automatically adds “Initial Amount” and “Current Balance” extra data fields when the item's Gift Card or Store Credit flag is enabled. These columns appear in the serial entry table, allowing the initial card value to be set during receiving.

Generate

For items like gift cards where serial numbers follow a numeric sequence, click Generate to auto-create a range of serial numbers instead of entering them individually.

Read-only summary of the invoice value:

Free-text comment field for internal notes about this receiving document. When creating an invoice from a purchase order, the order's message can optionally be imported here.

Read-only breakdown of taxes, grouped by tax code:

Two side-by-side tables for additional charges:

Internal Charges (left)

Costs absorbed by the company (e.g. freight-in, customs duties). Allocated across item lines to increase landed inventory cost. Each charge has a Charge lookup, Amount, and Tax code.

External Charges (right)

Costs on the vendor's invoice but not allocated to item costs (e.g. vendor-billed shipping). Each charge has a Charge lookup and Amount.

Detail panel for the currently selected item line. Updates automatically as you navigate between rows.

Received on consignment?

Read-only indicator that the item was imported from a consignment. Only visible when the Consignment feature is enabled.

Consignment to stock?

Read-only indicator that consigned goods are being converted to owned stock.

Include Tax?

When checked, the line cost is treated as tax-inclusive.

Include Deposit?

When checked, the line cost includes deposit amounts.

Deposit

Container deposit amount for this line.

Levy

Environmental or other levy amount.

Ordered

Quantity originally ordered (from the linked purchase order). Shows 0 if not linked to an order.

Batch Number

Manufacturer's batch/lot number for the item. Used for traceability.

Expiry Date

Expiration date for perishable items.

Line Cost

Extended base cost (before deposits/levies/charges).

Internal Charge

Allocated internal charge for this line.

External Charge

Allocated external charge for this line.

Edit Serials

Opens the serial number assignment dialog for serial-tracked items.

Lists purchase orders linked to this invoice, showing Order #, Reference, Date, and Amount.

Add

Opens a purchase order lookup to link an existing PO to this invoice. Items from the order are imported into the item lines.

Remove

Unlinks the selected purchase order from this invoice.

View

Opens the selected purchase order in the Purchase Order screen. Also available by double-clicking the order row.

Import items and charges from the order

When adding a purchase order, choose whether to import the order's items and charges into the invoice.

Default item quantity from order

When adding a purchase order, choose whether to default item quantities from the order.

Lists payments applied to this invoice, showing Type, Number, Reference, Date, Amount, Paid, and Discount columns.

Alloc Payment

Opens the payment allocation dialog to apply an existing payment or cheque to this invoice. Prompts to save first. After allocation, the Paid and Due amounts in the Totals tab update automatically.

Make Claim

Creates a vendor claim against this invoice. Opens the Claim screen pre-populated with this invoice's details.

Create Payment

Creates a new payment (cheque) for this invoice directly from this screen.

Clear Payments

Removes all payment allocations from this invoice, resetting the Paid amount to zero.

Item Search

Opens a search dialog to find items within the invoice by Item Number or Description (case-insensitive, partial match). Navigates to the matching row.

Sales History

Opens the Sales History window pre-loaded with the currently selected item and store. Stays open and updates as you navigate between items.

Price Batch

Creates a new Price Batch pre-loaded with items from this invoice. Use this to update selling prices based on new vendor costs. Prompts to save first.

Make Labels

Creates a Label Batch from the received items. Only items with label type set to "Item Labels" are included. Quantities are automatically converted from purchase size to sell size. A confirmation message shows the created batch number.

View Serials

Opens a dialog showing all serial numbers assigned across all invoice lines. Serial assignments can be reviewed and modified.

Update Costs

Compares the invoice's unit costs against the item master's vendor cost records. If any costs differ, opens a Cost Update dialog listing old vs. new costs. Approved updates are written to the item master. Requires ItemMaster Update security permission.

Save

Saves the invoice, creating the AP entry. Optionally prompts to print.

Next

Saves the current invoice and opens a blank new one.

Print

Prints the receiving document using the receive_print.xml report template.

Email

Emails the receiving document as a PDF to the vendor.

Copy

Duplicates the invoice with a new number, today's date, zero ordered quantities, and cleared serial numbers.

Close

Closes the screen.

Available from the File menu. Opens the Recurring transaction dialog to set up this invoice as a recurring entry (e.g. monthly rent or service invoices).