Options on the IR/Bill
There are several features in the Options menu on the IR/Bill. To access these features, open or create an IR/Bill and click on Options in the menu.
You can jump to a specific option by clicking on the links below.
Update Unit Cost from Kubota Invoice
Scan Receipt
The Scan Receipt feature allows you to use a bar code scanner to receive parts directly on the IR/Bill. To use this feature, either receive a Purchase Order or Create a new blank IR/Bill. Prior to saving, click on the Scan Receipt feature within the Options.
You will receive a pop-up to begin scanning items. Place your cursor within the item search box and scan your first item. If the item is not automatically populated into the list or the Exceptions box, hit the enter key to add the item to the list. You can scan or hit enter multiple times to add additional quantity, or you can manually update the quantity received as needed.
Any part numbers that are not found in your database will be listed in the Exceptions area. These parts will need to be reviewed to determine if you have them set up under a different part number or if you will need to add them to your database. You will need to add the exceptions to the IR/Bill manually after completing the Scan operation.
Once all scanning is complete, click on the button to Print to export a report with any exceptions to be reviewed.
Click on the option to Update Item Receipt once you are finished will all scanning and have saved your exception report. Once you click this option, you cannot come back to continue scanning. This option is only available at the initial opening of the Item Receipt.
Your scanned items and quantities will update on the Item Receipt. If you are receiving from a Purchase Order, any unscanned items from the original order will show a quantity of 0 or they will show the partial quantity received. Click one of the Save options to save the Item Receipt.
Manually update the parts that were in the exception report after ensuring they exist in your database.
Bin Labels
The Bin Labels feature will allow you to print the RIMSS Bin Labels for the parts that are on the Item Receipt. To use this feature, first create the IR/Bill with all parts to be received. Select Options, then Bin Labels from the list. You will see a pop-up that lists all parts on the IR/Bill.
In the Label Name field, select the pre-configured label that you want to print. The system will highlight the specific fields that are configured to print on the label.
Ensure the labels that you want to print are selected in the grid. Unselect any labels you do not wish to print. You can edit the number of labels that will print in the Qty column.
Select the correct Printer Size, Printer Type, and the correct Printer, then click on Print to print the labels.
Add Sales Tax Group Items
The feature to Add Sales Tax Group Items allows you to enter all line items tied to a Sales Tax Group and calculate the tax amount for each jurisdiction more easily. To use this feature, open or create an IR/Bill then click on Options, Add Sales Tax Group Items.
You will see a popup on the IR/Bill to enter the total taxable amount. This will be the amount the system will use to calculate the appropriate Sales Tax for each line item. In my example below, the taxable line items total $424.58, therefore I will enter the $424.58 amount to calculate the tax amount. Click OK after entering the amount.
After entering the Taxable Amount and clicking OK, you will see a pop-up of the available Sales Tax Groups that are set up in the system. Double-click on the Sales Tax Group that you want to use to calculate the tax amount.
The system will calculate the sales tax for the amount entered and populate 1 line item for each taxing jurisdiction set up in the tax group with the tax amount tied to each jurisdiction. A memo will populate to provide the details of the information provided when the lines were added. You have full edit and delete capability on the lines that are populated if you want to change the amount, memo, or account.
The amounts added on the IR/Bill will debit the Sales Tax Payable account. If you wish to book as a liability instead of a receivable, you can either enter the Taxable Amount as a negative number or change the Recv'ed Qty to -1.
Add Allocation Line Items
The feature to Add Allocation Line Items allows you to apply allocation templates directly to a bill at the time of entry. To use this feature, you must first set up Allocation Templates in RIMSS. Click here to learn how to setup up Allocation Templates.
From a new IR/Bill, add your supplier and Supplier Ref., then click on Options and select Add Allocation Line Items. The system will pop-up a list of Allocation Templates that are configured. Double-click on the Template that applies to your bill.
You will receive a second pop-up asking for the amount of the bill that you wish to allocate. Enter the amount that will be allocated in the box and click OK.
The system will apply the allocation template and populate the allocated line items according to the percentages and accounts that are configured. A memo will populate showing the Allocation Template chosen. RIMSS will automatically round the amounts to ensure they match the total amount entered in the box. All detail is able to be fully edited or deleted after populated on the IR/Bill. You may add allocation line items multiple times to a single IR/Bill. Be sure to click one of the Save Options after you have finished entering all information.
Alerts
You can set up for an employee to receive an Alert if an IR/Bill is edited. To use this feature, you must have the Alerts system active in your system and you must set up database mail. This is the same setup that is used for the auto-email of invoices. Click here to learn more about this Option.
Copy to New IR
You can copy an IR/Bill to a new IR/Bill from the Options menu by clicking to Copy to New IR. Once you click on the option, the system will create a new IR/Bill with the same Supplier, line items, and amounts. You will need to add a new Supplier Ref. All information and line items will be editable on the new bill.
You are restricted from copying an IR/Bill with Type Item line items (Part Numbers). You are only able to copy bills with Type G/L line items.
Update Unit Cost from Kubota Invoice
Click here to learn how to download invoices through the Kubota Interface and use them to update parts pricing on an IR/Bill.