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This text refers to program version 4.0  

Operations Menu - Goods Receipt

This command is used 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 used from the browse window, highlight a single Purchase Order before selecting the function. When used from the record window, all changes to the Purchase Order must first have been saved (use the [Save] button).

On selecting 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 if the Set Goods Receipt Quantity to Zero option in the Purchase Order Settings setting is being used, in which case the default Quantity for all Items will be zero.

Plain Items on the Purchase Order will not appear on the Goods Receipt if the Automatic receiving of Service and Plain Items option in the Stock Settings setting is being used.

If an Item that requires Serial Numbers (set on the 'Stock' card of the Item screen) has been used on the Order with a Quantity greater than one, the Goods Receipt will contain the appropriate number of rows each with a Quantity of one. This allows you to enter Serial Numbers on flip B: Serial Numbers must be entered before the Goods Receipt can be approved.

The Quantity of one or more rows on the Goods Receipt screen can be amended 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 function on the Operations menu. To print a Goods Receipt Note, click the Printer icon.

When the Goods Receipt has been checked, click the OK check box. This signifies that the Goods Receipt has been approved. If you have determined that Nominal Ledger Transactions are to be created at the point of delivery (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, stock and Nominal Ledger Transactions.

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 C) will be updated automatically if the Goods Receipt was approved. For any Items on the Goods Receipt that are Stocked Items, the stock balance for the stock Location specified for the Goods Receipt will be updated.

If you are making use of the cost accounting facility in Hansa, 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 In check box in the Sub Systems setting in the Nominal Ledger. You will also need to specify Accounts for each of the fields on card 5 of the Account Usage S/L setting in the Sales Ledger. Please refer to the Cost Accounting page for full details.

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. 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 Rec Number on the 'Ser Nos' card of the current user's Person record or 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. If a change is made to the 'Ser Nos' card of the Person record, you will need to quit Hansa and restart for it to take effect.

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