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How to Record the Receipt of Items in QuickBooks 2010

When you receive items from a vendor, you can record the receipt in QuickBooks 2010. You typically record the receipt of an item before you receive a bill for the item.

1

Choose Vendors→Receive Items.

QuickBooks displays the Create Item Receipts window.

2

Select the vendor from whom you’re receiving items from the Vendor drop-down list.

If open purchase orders exist for the vendor, QuickBooks displays a message box, which asks whether you want to receive items against one of the open purchase orders.

3

If the items that you receive are items that you set up on a purchase order, click Yes.

Quick Books displays the Open Purchase Orders dialog box — the dialog box just lists open purchase orders.

4

Select the purchase order that ordered the items you are now receiving, and then click OK.

QuickBooks fills out the Items tab of the Create Item Receipts window by using the information from the purchase order. This automatic data entry of purchase order information should save you time if the items that you’re receiving match items on the purchase order.

5

Confirm the receipt date in the Date text box.

The date appears in mm/dd/yyyy format. If the date is incorrect, you can type the correct date in the text box, or click the Calendar button that appears to the right of the Date field and select the date from the pop-up calendar that appears.

6

(Optional) In the Total text box, identify the total value of the order received, if available.

QuickBooks calculates this total for you by adding up the individual item costs, so you don't need to fill this in.

7

(Optional) Add a reference number in the Ref. No. text box.

For example, you may want to reference the vendor’s order number.

8

(Optional) Provide a memo description in the Memo text box.

Add any information you think may be useful here.

9

If it's not already displayed, click the Items tab and identify the items that you’ve received in the list box.

Enter the appropriate information for each item in each column of the Items list box.

10

Click the Expenses tab and enter any related expenses in the list box.

Enter the relevant information in each column.

11

Click either the Save & Close or Save & New button to save the receipt item.

If you click the Save & Close button, QuickBooks saves your item receipt information and closes the Create Item Receipts window. If you click the Save & New button, QuickBooks saves the item receipt information and redisplays a cleared version of the Create Item Receipts window. You can then use the window to describe the receipts of some other set of items.

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