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This text refers to program version 4.3  

Operations Menu - Create Goods Receipt

Use this when you need to receive goods into stock against a Purchase Order. It is available on the Operations menu both in the browse window and in the record window for an individual Purchase Order. When you run it from the browse window, highlight a single Purchase Order before selecting the function. When you run it from the record window, you must first save all changes to the Purchase Order (use the [Save] button).

When you select the function, a new record is created in the Goods Receipt register (in the Stock module). It is opened in a new window, entitled 'Goods Receipt: Inspect'. This means that it has been created and saved and is being opened for amendment and approval.

The Goods Receipt record takes its information from the Purchase Order, and usually assumes that all Items not yet received are on the current shipment. The exception is when you are using the Set Goods Receipt Quantity to Zero option in the Purchase Order Settings setting, in which case the default Quantity for all Items will be zero.

You can change the Quantity in any row in the Goods Receipt screen as appropriate. You can also remove entire rows, by clicking on the row number to the left and pressing the Backspace key. You can receive into stock a greater Quantity than was ordered.

To print Stock Labels, use the 'Print Labels' function on the Operations menu. To print a Goods Receipt Note, click the Printer icon.

When you have checked and confirmed that the Goods Receipt is correct, click the OK check box and save. This signifies that the Goods Receipt has been approved. If you have determined that Nominal Ledger Transactions are to be created (using the Sub Systems setting in the Nominal Ledger), these Transactions will now be created. You will no longer be able to modify the Goods Receipt. You will not be able to create a Purchase Invoice for the Items on the Goods Receipt until it has been approved.

Please click here for a full description of the screen, including detailed information about shipments and stock.

To close the screen and return to the Purchase Order, click the close box. You will be asked if you want to save any changes. The Received field of the Purchase Order (visible on flip B) will be updated automatically if the Goods Receipt was approved (you will need to close the Order and re-open it to see this). For any Items on the Goods Receipt that are Stocked Items, the stock balance will be updated.

If you are making use of the cost accounting facility in FirstOffice, you will want such transactions to be created on the receipt of goods as well as on their delivery. To ensure that this occurs, switch on the Goods Receipts check box in the Sub Systems setting in the Nominal Ledger. You will also need to specify Accounts for each of the fields in the Account Usage Stock setting in the Stock module. Please click here for full details.

The Purchase Order and the Goods Receipt will remain connected to each other through the Attachments facility. This allows you to open the Order quickly and easily when reviewing the Goods Receipt, or to open the Goods Receipt from the Order. When viewing the Goods Receipt or Order, click the button with the paper clip image to open a list of attachments. Then double-click an item in this list to open it.

If the function does not create a Goods Receipt, the probable causes are:

1. The Purchase Order has been marked as Closed.
   

2. All Items on the Purchase Order have already been received.
   

3. You have logged in as a user that is not permitted to create Goods Receipts from Purchase Orders. This is controlled using Access Groups. To do this, deny access to the 'Goods Receipt from Purchase Order' and/or 'Disallow Goods Receipt from not OKed Purchase Order' Actions as appropriate.
   

4. There is no valid record in the Number Series - Goods Receipts setting (in the Stock module). This might be a fault in the setting itself, or it might be because the default Goods Receipt Number in the Number Series Defaults setting (in the System module) is not in a valid Number Series. This problem will usually occur at the beginning of a new year.

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