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Entering a Goods Receipt - Items Card

Use the grid on the 'Items' card to list the Items being received into stock. This grid is divided into eight horizontal flips. When you click on a flip tab (marked A-H), the two or three right-hand columns of the grid are replaced.

Before adding any rows to a Goods Receipt, ensure that the Currency and Exchange Rate specified are correct. If you specify an Exchange Rate, all prices transferred from the Purchase Item or Item registers will be converted. However, if you change the Exchange Rate after you have added Items to the Goods Receipt, their prices will not be converted.

To add rows to a Goods Receipt, click in any field in the first blank row and enter appropriate text. To remove a row, click on the row number on the left of the row and press the Backspace key. To insert a row, click on the row number where the insertion is to be made and press Return.

In the case of Goods Receipts created from Purchase Orders, the assumption is usually made that all Items not yet received are on the current shipment. The exception is if 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 of the rows on the Goods Receipt screen as appropriate but you will not be able to enter a quantity greater than that ordered (unless you are using the Allow Over Receiving option in the Stock Settings setting). You can remove entire rows, by clicking on the row number to the left and pressing the Backspace key, but you will not be able to add or insert rows.

In the case of Items that are Serial Numbered, you will be prompted to enter Serial Numbers before saving (unless you are using the No Serial No. on Goods Receipts option in the Stock Settings setting).

Flip A

Item
Paste Special    Item register
Enter the Item Number of the Item received. A warning will appear if you use an Item that is not a Stocked Item.

Qty
Received quantity, to be added to stock. Negative values are not accepted.

Unit
The Unit of the Item will be brought in from the Item register when you enter the Item Number. It cannot be changed.

Description
The Item description is brought in from the Item register when you enter the Item Number. It may be altered.

Unit Price
The normal purchase price in the Currency of the Receipt, from the Purchase Order, the Purchase Item for the Item/Supplier combination or from the Cost Price field in the Item register. This figure excludes any extra costs such as delivery or customs duties, but includes VAT if you have checked the Price Incl. VAT box on the 'Comment' card. You can change the price in a particular transaction. If the Item in question can have its Cost Price updated on Purchase using the Last Purchase Price option (set using the options on 'Costs' card of the Item record), any change in price here will be fed back to the Item record automatically. This figure will be rounded up or down according to the Calc Cost Value rounding rules set in the Round Off setting in the System module before it is used to update the Cost Price of the Item.

If you change the Currency and/or Exchange Rate of the Goods Receipt, the figure in this field will not be recalculated. Instead, it will be treated as being in the new Currency and the Cost Price (below) will be recalculated.

Cost Price
The Unit Price of the Item in the home Currency (or in Base Currency 1 as defined in the Base Currency setting in the System module), including any freight and other additional costs. If you have checked the Price Incl. VAT box on the 'Comment' card, the figure in this field will be the only one in the Goods Receipt not to include VAT.

You can use the Upd. Cost Price at Goods Receipt options on the 'Costs' card of each Item record to update its Cost Price automatically from approved Goods Receipts. If you have chosen the Last Purchase Cost option, the figure in this field will become the new Cost Price of the Item. If you have chosen the Weighted Average option, its Cost Price will be updated to the latest Weighted Average including this figure. In both cases, this figure will be rounded up or down according to the Calc Cost Value rounding rules set in the Round Off setting in the System module before it is used to update the Cost Price of the Item.

Sum
The row total, including any additional costs in the home Currency (or in Base Currency 1 as defined in the Base Currency setting in the System module).
Flip B
Location
Paste Special    Locations setting, Stock module
You can enter a separate stock Location for each row of the Goods Receipt.

If the Item is Serial Numbered at the Batch level, you can receive Items with the same Batch Number into different using Locations separate Goods Receipt rows, but they must have the same Unit and Cost Prices and Best Before Dates.

Serial No.
The Serial or Batch Number of the Item.

You must enter Items with Serial Numbers at the Unit level on separate rows, each with a Quantity of one. Goods Receipts created from Purchase Orders will contain the appropriate number of rows for these Items, depending on the Quantity in the Purchase Order.

You can record Items with Serial Numbers at the Batch level on a single Goods Receipt row, where the Quantity is the size of the batch. A Goods Receipt created from a Purchase Order will only contain a single row for such an Item, with the quantity copied from the Purchase Order. If in fact you receive more than one batch, use the 'Split Row' Operations menu function to divide the row into two, and then enter the appropriate quantities and Serial Numbers in both rows. The 'Split Row' function will ensure that both Goods Receipt rows remain connected to the originating Purchase Order row, so the Received Quantities in that row will be correct. You can use the same Batch Number on more than one row, but the Unit and Cost Prices and Best Before Dates must be the same in those rows. This can be useful if you receive a large number of Items with the same Batch Number, which you need to store in different Positions or Locations.

If you receive a large quantity of a Serial Numbered Item into stock, use the 'Generate Serial Nos' function on the Operations menu to help enter consecutive Serial Numbers. This will be most useful for companies that generate their own Serial Numbers. Enter the Item Number in the appropriate number of rows and specify the lowest Serial Number for the first one. Then select the function: the remaining rows will gain a Serial Number, each incremented by one.

By default, if an Item is one that uses Serial Numbers, you must specify a Serial Number here before you can save the Goods Receipt. If you do not know the Serial Number at this stage, you should use the No Serial No. on Goods Receipts option in the Stock Settings setting. This will allow you to save Goods Receipts without Serial Numbers, but you will still have to specify them in goods out transactions.

Note that Serial and Batch Numbers cannot contain spaces, and that you cannot use the same Serial Number more than once in the same Goods Receipt.

Best Before
If the Item is perishable, enter a Best Before date here.

If you have entered a Serial or Batch Number as well, when you approve and save the Goods Receipt, a record will be created in the Batch Specifications setting recording the Best Before date of the Item or Batch. You can view this record immediately by selecting 'Open Batch Specification' from the Operations menu.

When you sell the Item, the Best Before date will be brought in to the Delivery record. If you want it to be printed on delivery documentation, include the "Best Before Date" field in your Form design. If you want to prevent the sale of Items that have passed their Best Before date, use the Batch Status and Batch Quality Control settings, as described here.
Flip C
Price Variance
Please refer to the Price Variances page for details of this field.

Extra Cost
Any additional cost (per unit) for the Item. It will be shown added to the Unit Price in the Cost Price column to the right. Enter either an amount in the home Currency (or in Base Currency 1 as defined in the Base Currency setting in the System module), or a percentage followed by the % character. The percentage will be applied to the Unit Price of the Item in the home Currency.

This value will default to the Extra Cost from the 'Costs' card of the relevant Item (multiplied by the quantity).

If a Nominal Ledger Transaction is generated from this Goods Receipt (this is determined using the Sub Systems setting in the Nominal Ledger and the Number Series - Goods Receipts setting), any costs in this field are credited to the Extra Costs Account specified in the Account Usage Stock setting.

V-Cd
Paste Special    VAT Codes setting, Nominal Ledger
When you create a Purchase Invoice from this Goods Receipt, the VAT Code entered here will determine the rate at which VAT will be charged on this Item and the Input VAT Account to be debited. If you created the Goods Receipt from a Purchase Order, the VAT Code will be taken from the appropriate Purchase Order row. Otherwise, the default is taken from the Purch. VAT Code field in the Contact record for the Supplier. If that field is empty, the default is taken from the Item, the Item Group or from the 'VAT' card of the Account Usage P/L setting. In the last three cases, the appropriate VAT Code for the Zone of the Supplier will be used. You can change this default in a particular Order row if necessary.
Flip D
Sup Item No
The Code allocated to the Item by the Supplier. If you created the Goods Receipt from a Purchase Order, the Supplier's Item Number will be brought in from flip B of that Purchase Order.

Coeff.
Default taken from    Item
The Unit Coefficient of the Item is shown here, taken from the 'Stock' card of the Item. If you are maintaining stock quantities using different units of measurement, this coefficient is the ratio between those units of measurement.

Base Price
This field shows the unit Base Price (retail price) of the Item in the home Currency, taken from the Item record.
Flip E
Stock A/C
Paste Special    Account register, Nominal Ledger/System module
The Account entered here will be debited in any Nominal Ledger Transaction created when you approve the Goods Receipt. The default will be the Stock Account for the Location, the Stock Account for the Item Group (if you are using the Use Item Groups for Cost Accounts option in the Cost Accounting setting) or the Stock Account in the Account Usage Stock setting.

Purch. A/C
Paste Special    Account register, Nominal Ledger/System module
The Purchase Accruals Account entered here will be credited in any Nominal Ledger Transaction created when you approved the Goods Receipt. If you create a Purchase Invoice from the Goods Receipt, this Account will be the Cost Account in the Purchase Invoice, and will be debited in the Nominal Ledger Transaction resulting from that Invoice.

If the Goods Receipt was created from a Purchase Order and you are using the Transfer Account to Goods Receipt option in the Purchase Order Settings setting, the default Account will be taken from the Purchase Accruals Account in the Purchase Order row to which the Goods Receipt row corresponds. Otherwise (if you are not using the Transfer Account to Goods Receipt option, or you did not create the Goods Receipt from a Purchase Order), the default will be the Purchase Accruals Account from the Item Group to which the Item belongs (if you are using the Use Item Groups for Cost Accounts option in the Cost Accounting setting in the Stock module, and if the Item belongs to an Item Group), or from the Account Usage Stock setting. In all cases, the appropriate Account for the Zone of the Supplier will be used.

You can use Goods Receipts to correct stock discrepancies. If so, you may want to replace the default Purchase Accruals Account with a Stock Gain Account. If you use the 'Stocktaking Comparison' Maintenance function to create such a Goods Receipt, this will occur automatically. In this case, the default Account will depend on the Type of the Location. If the Type is "Other", it will be the Stock Gain Account from the Account Usage Stock setting. If the Type is "Production", if the Item belongs to an Item Group and if you are using the Use Item Groups for Cost Accounts option in the Cost Accounting setting, it will be the Usage Variance Account in the Item Group. Otherwise, it will be taken from the Account Usage Stock setting.

Objects
Paste Special    Object register, Nominal Ledger/System module
Default taken from    Purchase Order row or Item
You can assign up to 20 Objects, separated by commas, to this Item and all transactions generated from it. You might define separate Objects to represent different departments, cost centres or product types. This provides a flexible method of analysis that can be used in Nominal Ledger reports. Usually these Objects will represent the Item.

In any Nominal Ledger Transactions generated from this Goods Receipt row, any Objects specified here will be assigned to the debit posting to the Stock Account and the credit posting to the Purchase Accruals Account.
Flip F
Customs No.
You can use this field to record the consignment or customs number of the incoming shipment for this Item. In Russia, an entry in this field is required by law for imported Items.

Country of O.
Paste Special    Countries setting, System module
Record the Country of origin of the Item here. In Russia, an entry in this field is required by law for imported Items.

Position, To Position
Paste Special    Position register, Warehouse Management module
You can only use this field if you are using the Warehouse Management module. In this case, if the Demand Position option has been checked in the relevant Location, the Position field should contain the Position for Goods Receipts (e.g. Warehouse entry ramp), while the To Position should contain the Position in the Warehouse where the Items will be stored. Both Positions will set by default, although you can change the To Position if necessary. When you approve the Goods Receipt, one Stock Movement will be created for each Goods Receipt row, moving the Items from the Position for Goods Receipts to the To Position. The Status of each To Position will be changed to "Item on the way". You can mark all of these Stock Movements as Received at one stroke using the 'Accept Warehouse Stock Movements' function. The Status of each To Position will be changed to "Used".
Flip G
Serial No.
This is a duplicate of the Serial Number field on flip B: please refer to the description of flip B above for details.

Width, Height, Depth
Default taken from    Item
These fields contain the dimensions of the Item.

If the Item is one that is purchased by area or volume, you can have the Quantity calculated by multiplying the dimensions together. If you would like to use this feature, first check the Enable Quantity Calculation box in the Item Settings setting in the Sales Ledger. Then, check the Calculate Quantity box for the Unit that has been assigned to the Item. If the Item is purchased by area, choose the Two Dimensions option in the Unit record, and the Quantity will be calculated once you have entered the Width and Height. If the Item is purchased by volume, choose the Three Dimensions option in the Unit record, and the Quantity will be calculated once you have entered the Width, Height and Depth. Please refer to the page describing the Units setting for details and an example.
Flip H
Fr. Cost
An optional Freight Cost (per unit) to be added to the total Cost Price for the Goods Receipt. This figure is in the home Currency (or in Base Currency 1 as defined in the Base Currency setting in the System module). You can enter a value in a particular row, or you enter the Freight amount for the total shipment in the Freight field in the footer. When you move to the next field, the total Freight amount will be distributed to the different Item rows according to the cost value of each row. In order for the distribution to be accurate, enter the Freight figure after you have made sure the Item and Quantity information in each row is complete.

In the case of Goods Receipts raised from Purchase Orders, the value will be taken from the Freight field in the footer of the Purchase Order or, if this is empty, from the Purchase Cost field on its 'Other' card (distributed proportionally to the different rows).

If a Nominal Ledger Transaction is generated from this Goods Receipt (this is determined using the Sub Systems setting in the Nominal Ledger and the Number Series - Goods Receipts setting), any Freight costs are credited to the Freight Accrual Account specified in the Account Usage Stock setting.

If you entered an amount in the footer that could not be wholly distributed to the various Item rows without an amount being left over, that leftover amount will be posted to the Freight Variance Account specified in the Account Usage Stock setting.

Customs
This field works in the same manner as the Freight fields, using the Customs field in the footer area. It refers to any customs charges attached to the Goods Receipt.

This value will default to the Purchase Cost from the relevant Purchase Item (multiplied by the quantity).

You can enter either an amount in the home Currency (or in Base Currency 1 as defined in the Base Currency setting in the System module), or a percentage followed by the % character. The percentage will be applied to the Unit Price of the Item in the home Currency.

If a Nominal Ledger Transaction is generated from this Goods Receipt, any Customs costs are credited to the Customs Accrual Account specified in the Account Usage Stock setting.

If you entered an amount in the footer that could not be wholly distributed to the various Item rows without an amount being left over, that leftover amount will be posted to the Customs Variance Account specified in the Account Usage Stock setting.

Costs 1-5
Use these fields to record any additional costs (per unit) for the Item. They will be shown added to the Unit Price in the Cost Price column on flip A. Enter an amount in the home Currency (or in Base Currency 1 as defined in the Base Currency setting in the System module).

You can also enter total additional cost figures for the whole Goods Receipt on the 'Extra Costs' card: the total amount will then be distributed to the various Item rows according to the cost value of each row.

In the case of Goods Receipts raised from Purchase Orders, the values in these fields will be taken from the 'Extra Costs' card of the Purchase Order.

If a Nominal Ledger Transaction is generated from this Goods Receipt (this is determined using the Sub Systems setting in the Nominal Ledger and the Number Series - Goods Receipts setting), any costs in these fields are credited to the corresponding Extra Cost Accrual Account specified in the Account Usage Stock setting.

If you entered an amount on the 'Extra Costs' card that could not be wholly distributed to the various Item rows without an amount being left over, that leftover amount will be posted to the corresponding Extra Cost Variance Account specified in the Account Usage Stock setting.

If you want to give a name to each of the Extra Cost fields, use the User Defined Field Labels - Extra Costs setting in the Stock module.
Flip IYou can use the fields on flip I if you need to include several Purchase Orders on a single Goods Receipt. Enter the appropriate Purchase Order Number in the PO No. field, using 'Paste Special' if necessary. The Purchase Order must be approved. Press Tab or Enter to move the cursor into the PO Row field. If you want to include the entire Purchase Order in the Goods Receipt, press Tab or Enter again. All unreceived rows from the Purchase Order will be copied to the Goods Receipt. If you only want to include part of the Purchase Order, you can either bring in the entire Purchase Order and remove the rows you don't need, or you can enter a reference to the Row Number of the Purchase Order row that you need. Enter 0 to refer to Purchase Order row 1, enter 1 to refer to Purchase Order row 2, and so on.

If you then receive a single Purchase Invoice covering all the Items on the Goods Receipt, you should enter that Invoice from the Operations menu of the Goods Receipt. If you receive separate Purchase Invoices for each Purchase Order, enter them from the Operations menu of each Purchase Order.

PO Recon., Inv. Recon., Comment
These fields may be useful for companies who receive shipments containing Items from many Purchase Orders, where it is not clear which Items belong to which Purchase Orders.

When you create a Goods Receipt in this situation, you will probably connect it to several Purchase Orders, as described immediately above. The Quantity on flip A of the Goods Receipt will default to the Purchase Order quantity: change this to the quantity received as normal. But, before doing so, enter the correct Purchase Order quantity in the PO Recon. field, with Comment if necessary. When you receive the Purchase Invoice, enter the Purchase Invoice quantity in the Inv. Recon. field, again with Comment if necessary. You can enter the PO Recon. and Inv. Recon. quantities after you have approved the Goods Receipt. When you create a Purchase Invoice from the Goods Receipt, you can use the 'Not Reconciled POs' function on the Operations menu to produce a report comparing Goods Receipt, Purchase Order and Purchase Invoice quantities for the Item. The report also lists Purchase Order rows that have not been received or invoiced. If there is a discrepancy in the various quantities, the report may help you find the reason for the discrepancy or help you connect other unfulfilled Purchase Orders to the Goods Receipt or Purchase Invoice.

You must be using the Transfer Each Item Separately option in the Purchase Invoice Settings setting in the Purchase Ledger if you want to use this feature and, for the report to be as comprehensive as possible, you should create the Purchase Invoice from the Goods Receipt, not from the Purchase Order.
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