5.2.3 Receiving Receipt

Overview

        When the supplier already sent or provided the product/item from the PO that the user sent. The user can use this to check if the items are all correct using the RR.

Receiving Receipt Detail

• List of all the RR (Receiving Receipt) and will also show the overview of the transaction. In addition, it also has filter functionality where you can select the Start and End Date of the transaction.

Receiving Receipt List

10. To add a new Receiving Receipt, go to Purchases then click Receiving Receipt. After that, click the Add button that can be seen in the Receiving Receipt list.

11. Fill out all the needed information for the Receiving Receipt Detail like,

1. Currency
2. Supplier Name
3. RR Date
4. Term
5. Document Reference

12. To add line Item, click the Add button on the right part of the page under the Items tab.

13. You need a Purchase Order before you can proceed on adding line items.  From the popup, click the PO Number field.

14. Once clicked it will pop up all the PO that has not yet created an RR.

15. To add that PO , click the Pick button.

16. After clicking the PICK Button, it will automatically display the list of items based on your chosen Purchase Order.

17. Select the items, by clicking the Pick button.

18. Once the Pick button is clicked, fill out the quantity you receive for that item.

19. After providing the Quantity, Cost and Particulars, click the Save button.

20. If you wish to add additional items, repeat Steps 8 to 10.
21. If you’re done adding line items, just click the Close button to hide the popup.

22. Review the Receiving Receipt you created. If it is all good, click the Save button, then Lock button. Then if everything is all good, click SAVE and LOCK.

Cancel Receiving Receipt Transaction

When you need to cancel a Receiving Receipt, it’s important to follow these simple steps:

1. Log In: Visit your easyFS domain and login with your username and password.
2. Find your Receiving Receipt: Navigate to the Purchases, then Receiving Receipt. You will be redirected to the Receiving Receipt lists.

3. Locate the Right One: From the Receiving Receipt list, you may use the search bar to look for the right Receiving Receipt  you want to cancel. You can search using the Receiving Receipt’s RR NUmber, Manual Number, Document Reference, etc.

Take note: Don’t forget to change the Start Date and End Date to your  Receiving Receipt’s transaction date to display the correct result.

4. Open the Receiving Receipt Detail: Click the Edit button to open the Receiving Receipt detail page.

5. Cancel the Receiving Receipt: To cancel your Receiving Receipt transaction, look for the Cancel found on the upper-right part of the page, then click.

6. Confirm Canceling: After you click the Cancel button, there’s a Cancel Receiving Receipt window. If you’re sure you want to cancel your Receiving Receipt transaction, click the Cancel button.

7. Check It’s Done: After canceling, make sure you get a success toast message confirming it’s canceled successfully. It is found on the bottom right of the page.

8. Let Others Know(if needed): If you believe canceling affects other people, it’s a good idea to inform them.
9. Keep Track: Remember to make a note somewhere that you canceled the Receiving Receipt , just in case it is needed later.

5.2.4 Disbursement

Overview

The Disbursement is created for expenses of the company and also payment for all the purchase orders.

Disbursement List

• List of all the Disbursements and will also show the overview of the transaction.
• Here, you can also filter the Start and End Date of the transaction and the button to add new Disbursement.

Disbursement Detail

10. To add a new Disbursement, go to Purchases then click Disbursement. After that, click the Add that can be seen in the Disbursement list.

11. Fill out all the needed information for the Disbursement Detail like,

1. Currency
2. Supplier Name
3. CV Date
4. Document Reference
5. Pay Type
6. Bank

12. To add the Disbursement line, click the Add button on the right part of the page under the Lines tab. Choose either RR number or a Disbursement for other expenses.

13. If the user will Disburse the RR, the user can select that RR by clicking on the RR Number.

14. Once clicked it will pop up all the RR that has not yet Disburse.

15. To add that RR, click the pick button. Once picked, the following fields will automatically populated :

1. Account
2. Article
3. Amount

16. If you will Disburse for other expenses, just directly click the Account Manual Code then input an amount.

17. Click the Save button.

18. If the disbursement is all good, make sure to click Save and Lock.

Disbursement Transaction via Upload Template

1. To add a Disbursement Transaction via Upload Template, go to Disbursement List then click function
2. Select Download Disbursement File Format – an excel file will be downloaded. This is the file format where you will edit or encode the data needed for the disbursement.
   2.1 In the Excel file:
   A. Currency and CurrencyID – Select the Currency from the dropdown and choose what currency to use, CurrencyID will always correspond to the selected currency. Never edit the currencyID since it will automatically change after selecting the currency.
   B. Exchange Rate – exchange rate is the rate that is used to convert the currency.
   C. CV Date – CV Date is the date of the Disbursement to when the transaction was created.
   D. Manual Code – Should be Unique per transaction, alphanumeric and Special Characters, should not exceed 255 characters.
   Example: 1‘23`4!5@6#7$8%9^0&a*b(c)d_e+f=g{h}i[j]k|l\m/n:o;p”q<r>st?u v.w
   – if the Manual Code starts with 000, don’t forget to put an apostrophe (‘) at the beginning of the Manual Code.
   Example: ‘00000111231414
   – if the Manual Code starts with a number but exceeds more than 10 digits, format the cell to Text to show all the numbers.
   Steps on how to change the format to Text:
   1. Right Click the Cell
   2. Click Format Cell
   
   3. Choose Text
   4. Click OK
   5. Then reselect the field
   E. Document Reference – Should be Unique per transaction, alphanumeric and Special Characters, should not exceed 255 characters.
   Example: 1‘23`4!5@6#7$8%9^0&a*b(c)d_e+f=g{h}i[j]k|l\m/n:o;p”q<r>st?u v.w
   – if the Document Reference starts with 000, don’t forget to put an apostrophe (‘) at the beginning of the Manual Code.
   Example: ‘00000111231414
   – if the Document Reference starts with a number but exceeds more than 10 digits, format the cell to Text to show all the numbers.
   Steps on how to change the format to Text.
   Follow the same steps that were used on Manual Number.
   F. Supplier and Supplier ID – Select supplier from the dropdown and choose the supplier, SupplierID will correspond to the selected supplier. Never edit the SupplierID since it will automatically change after selecting the supplier.
   G. Remarks

Cancel Disbursement Transaction

When you need to cancel a Disbursement, it’s important to follow these simple steps:

1. Log In: Visit your easyFS domain and login with your username and password.
2. Find your Disbursement: Navigate to the Purchases, then Disbursement. You will be redirected to the Disbursement lists.

3. Locate the Right One: From the Disbursement list, you may use the search bar to look for the right Disbursement  you want to cancel. You can search using the Disbursement’s CV NUmber, Manual Number, Document Reference, etc.

Take note: Don’t forget to change the Start Date and End Date to your  Disbursement’s transaction date to display the correct result.

4. Open the Disbursement Detail: Click the Edit button to open the Disbursement detail page.

5. Cancel the Disbursement: To cancel your Disbursement transaction, look for the Cancel found on the upper-right part of the page, then click.

6. Confirm Canceling: After you click the Cancel button, there’s a Cancel Disbursement window. If you’re sure you want to cancel your Disbursement transaction, click the Cancel button.

7. Check It’s Done: After canceling, make sure you get a success toast message confirming it’s canceled successfully. It is found on the bottom right of the page.

8. Let Others Know(if needed): If you believe canceling affects other people, it’s a good idea to inform them.
9. Keep Track: Remember to make a note somewhere that you canceled the Disbursement, just in case it is needed later.