How to Create a Manual Receiving Order?

What is Manual Receiving? Manual Receiving is used whenever you would like to increase your Liability on a certain vendor for an invoice/transaction that won’t go directly to your inventory and needs to be added to your Expenses. Manual Receiving is used when an invoice is not linked to an item yet needs to be added to a certain vendor’s invoices and paid normally. Example Scenarios to use Manual Receiving:

Vendors Transportation Invoices are not something that goes to your inventory yet it needs to be added and paid to the vendor.
Any General Items that won’t get stored and will be consumed right away i.e. Cement, Wood etc.

How to create a Manual Receiving Order? Back Office → Accounts Payable → Manual Receiving → Add New

Select the Vendor using automcomplete or the magnifying glass.
Insert the amount for the invoice, if the invoice has taxes on it add the amount plus the tax amount.
Optional: select the purchasing tax department that should apply on the amount you entered, the tax amount should exactly match the tax amount on the invoice.
Click Save and edit.
Click on Submit to create the Journal Voucher.

The Manual Receiving Order automatically creates a one-sided Journal Voucher where the amount goes to the Credit Side, what you need to do is to Balance the Journal Voucher by selecting the appropriate Expenses Account needed to add the cost of this invoice to.

After clicking Submit on the manual receiving order the JV button will appear.
Click on JV to add the Expenses account to it.
Select the appropriate JV Code for this transaction.
Select the appropriate Expenses Account.
Balance the JV using the same amount and put it in the Debit Side.
Click Save and edit from the bottom of the page.
Click on Post from the top right corner of the screen.

With all these steps finalized you have successfully created an invoice and added it’s cost to the correct Expenses Account, when you go to Pay to Vendor you would find the invoice you just created so you can easily settle it and reduce your Liability to this specific vendor.

Update: 20th of November, 2022 The manual receiving order has been upgraded to match your operational needs to add everything from one screen without the need to manually add anything to the journal voucher. Changes that took place on the manual receiving screen:

The ability to select the JV code appropriate for payable transactions.
The ability to apply the correct tax amount on the whole invoice or in specific lines.
Multiple lines to enter the amount per expense account with its respective tax deduction code.

How to use the new features of the manual receiving screen? Back Office → Accounts Payable → Manual Receiving → Add New

Select the vendor you desire using automcomplete or the magnifying glass.
Optional: select the purveyor tax deduction code that you would like to apply on the whole invoice.
Select the date of the invoice.
Optional: add the vendor’s invoice number in the Receiving number field.
Select the JV code for payable transactions you desire.
Optional: if this invoice has taxes applied to it “purchasing tax”; put the tax amount in the Amount field, choose the purchasing tax code from the Department Dropdown menu, the transaction type is always debit.
Enter the amounts you want per expense account.
Select the expense account you desire for each line.
Optional: write a specific descrition for each line.
Optional: if there’s purveyor tax deduction on separate lines, choose the tax deduction code you desire to apply on this line only.
Click Save and edit.
Click Submit to create the JV.

The Manual Receiving Order automatically creates the journal voucher with all its details, all you need to do is click on the JV, revise it and click Post.

After clicking Submit the JV Button would appear.
Click on JV.
Revise the Journal Voucher Record.
Click Post.

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