What is Item Receipt and How to Create and Delete in QuickBooks?

Create and Delete Item Receipt in QuickBooks

When you receive an inventory with no bill attached, it is your duty to enter the bill against the inventory. Doing so, you can record the corresponding payable for QuickBooks item receipt. If you have no clue how to create an item receipt in QuickBooks, we will help you to understand this. Let’s know what you can learn about item receipt in QuickBooks Desktop.

In our guide, we will teach you what is an item receipt in QuickBooks and how to create an item receipt in QuickBooks Desktop. In addition, you will learn to track item receipts and invoices using QuickBooks item receipt reports.

The guide covers several details about creating, tracking, and deleting the item receipts in QuickBooks Desktop.

What is an Item Receipt in QuickBooks?

Item Receipt is the document that records items, arrival time with goods, and their quantities ordered with the purchase order. Generally, an item receipt is created when the shipment of the ordered items arrives from the vendor. By creating and posting the document, you can add the items to your inventory. It also makes the items available for manufacturing activities, sales, and other inventory(Delete Inventory Items in QuickBooks) related activities.

In case you don’t use the item’s receipts then inventory transactions will occur only when the bill is posted. So, if a company gets a shipment of the inventory and it does not include the bill then you are required to create it.

How do I Create an Item Receipt in QuickBooks?

To create item receipt in QuickBooks Desktop, you will have to add the appropriate bills against your inventory. By doing so, you can easily record the payable for your item receipt. To enter the bill for the item receipt, you need to go to the Enter Bills against Inventory option from the Homepage. When you jump to the Select Item Receipt screen, you can select the vendor, use the right date for the bill, choose the item receipt, and save details.

Note: In QuickBooks Desktop, creating the bills against the inventory is a part of the usual A/P workflow. It is suggested to check the list of workflows and vendor related transactions.

  • In “QuickBooks Desktop”, go to the “Home” screen.
  • Then, click on the “Enter Bills against Inventory” option.
  • In the “Select Item Receipt” screen, select the name of the vendor using the “Vendor” drop-down menu.
  • If you use the original date of inventory then place a checkmark for the “Use Item receipt date for the bill date” box.
  • Now, click on the “Item Receipt”. In case there are several item receipts then make sure you convert each bill individually.
  • Press the “OK” button. This will convert your “Item Receipt” to a bill.

When you are done following these steps, you can continue paying the bill. This way you can create the item receipt against the inventory and pay the bill effortlessly.

In case you have recorded the item receipt already then you can follow these steps to create item receipt in QuickBooks Desktop:

  • Click on the “Vendors” option.
  • Then, select the “Enter Bill for Received Items”. This will show you a “Select Item Receipt” window.
  • Now, choose the vendor using the “Vendor” drop-down menu.
  • Once done, QuickBooks will show you a list of item receipts from the selected vendors(Merge Vendors in QuickBooks). You can pick the “Item Receipt” corresponding to your bill.
  • Press the “OK” button.
  • When the “Enter Bills” window opens, QuickBooks will automatically fill the text field using the details from the item receipt.
  • In case the information entered by QuickBooks is wrong then you can manually enter the “Date” “Bill Due”, and “Amount Due” fields.
  • Then, using the “Terms” drop-down menu, you can check payment terms and reference numbers to identify the reference number of the vendor.
  • If preferred then add the memo description in the “Memo” box.
  • Now, click on the “Expenses” tab so that you can check the expenses your bill represents.
  • Once done, switch to the “Items” tab to describe the items.
  • After that, you can click on the “Save & Close” button or press the “Save & New” button if you want to save other bill and item receipt details.

This is how you can enter the bills if the item receipt is already recorded in QuickBooks Desktop. Make sure you enter every detail correctly in each field.

Track Bills using QuickBooks Item Receipt Report

By using the QuickBooks item receipt report, you can track the invoiced items and item receipts. To do so, you can pursue the following steps:

  • Click on the “Reports” menu.
  • Then, select the “Custom Reports” menu.
  • Click on the “Transaction Detail” option.
  • Now, press the “Customize Report” button. This will launch the “Modify Report” window.
  • After that, click on the “Display” tab.
  • Navigate through the “Columns” window. Here, you can choose the “Item” and the “Item Description”.
  • If you wish to add more columns then select the items using the list.
  • Then, switch to the “Filters” tab.
  • Search for the “Transaction Type” and select the “Multiple Transaction Types” option.
  • Once done, place the checkmark for the “Item Receipt” and “Invoice” options.
  • Then, press the “OK” button.
  • Now, use the “Dates” drop-down menu and select “This week”.

After following these steps, you can press the Refresh button to see the changes. This way you can see all the invoiced items and item receipts in one place. You can now easily check each detail in the report.

How to Delete Item Receipt in QuickBooks?

Once the receipt is received on the purchase order or through a manual receipt, you can remove the receipt of the item. In some cases, you receive the wrong item or receive it on the incorrect packing slip. In such scenarios, you may need to delete the item receipts from your QuickBooks account.

However, there are a few things you have to remember before deleting the item receipt in QuickBooks.

  • You cannot delete the receipt if it is linked with the AP Invoice.
  • The Accounting Period linked to the item receipt should be open.
  • You cannot delete the quantity linked with the receipt that has left inventory through stock adjustment, customer invoice or jobs, or the physical count.

To delete the item receipts in Quickbooks, you can do the following:

Search Receipts Queue

  • Click on the “Administration”.
  • Select the “Inventory”.
  • Click on the “Vendor Purchase Orders” Options.
  • Choose the “Search Receipts” option.
  • Find the item you want to delete. For this, you can use the filters located on the top.
  • Then, highlight the item and press the “Options” button.
  • Hit the “Delete” button.

Vendor Profile

  • Go to the “Item Receipts” menu.
  • Click on the “Administration”.
  • Choose “Accounting”.
  • Select the “Accounts Payable”.
  • Click on the “Search Vendors” option.
  • Find the vendor linked with the item receipt.
  • Now, open the “Vendor Profile”.
  • Click the “Item Receipts” option.
  • Now, highlight your receipt and hit the “Options”.
  • Click the “Delete Receipt” option.

Vendor Shipment

  • Go to the “Item Receipts” tab.
  • Now, open your purchase order containing the item receipts.
  • Click on the “Item Receipt” option.
  • Click twice on the item receipt that needs to be deleted.
  • Then, select the “Item Receipts” tab of your “Vendor Shipment”.
  • Now, highlight your receipt and hit the “Options”.
  • Click the “Delete Receipt” option.

AP Bill

  • Go to the “Ap Bill”.
  • Switch to the “Apply Inventory” tab.
  • Click on the “Apply Inventory” tab of your vendor invoice.
  • Then, highlight your item receipt.
  • Click on the “Delete Receipt” button.

This is how you can delete the item receipt from different profiles including receipt queue, vendor profile, vendor shipment, and AP bill.

Summing Up

So, if you receive an inventory without any bill, you can enter the bill against the inventory. The process of entering the bill is easy in QuickBooks Desktop. To avoid confusion, we have provided step-by-step details for how to create an item receipt in QuickBooks. In addition, we have shown how you can track bills using the item receipt report. If you no longer require the item receipt, you can delete that to keep your account clear and organized.

Besides that, if you are planning to Undo a Reconciliation in QuickBooks, you need to read this guide first.

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