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GOODS RECEIPT NOTE ENTRY
This process is used to enter goods receipt notes into the system where either invoices are not received with goods OR you want people operating in the store to receive goods & services with a single workflow, with Accounts Paya le office staff responsi le for matching Goods Receipt Notes !GRNs" with invoices that will impact the Accounts Paya le #ystem$ This process is located in the Purchase %rder Transactions &enu$ Normally notification of the receipt in the form of a delivery docket will accompany the goods or services, and this is used to check off the actual stock and services received !NB: services can e categori'ed as (direct purchase materials) for *o +osting purposes The products eing received must already e esta lished in the system via the Product &aintenance process in the ,nventory &aintenance &enu, however, the supplier-s product num er need not e known until actually entering in the receipt note$ .ikewise, any services must have corresponding service codes esta lished in the Purchase %rder #ystem The process will also match /orders/ with a receipt for indent stock, though a mi0 of indent and non1indent stock can e received in one pass$ %nce the receipt notes have een posted, then half the cycle of receiving in those goods and services is complete$ 2hen the invoice for the received goods arrives, the (Goods Receipt Note &atching/ processes are used to confirm the costs associated with the stock$ This completes the goods receipt cycle$ 3ields indicated as mandatory !Red Label" re4uire data input where the other fields indicated with a Black Label do not necessarily re4uire input, ut any default entries in any of these field can e changed if necessary$ To access 5elp for all fields 6 position cursor in the field and press 37 or click on 5elp utton$ To access #earch for fields that have #earch availa le 6 position cursor in the field, +lick on #earch 8utton, or right click and select #earch option$
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f you don:t know the %rder Num er. possi ly from a delivery ook. enter it here$ . the system will automatically populate each outstanding line of the %rder into this receipting process.uantity received for each product$ There is no #earch feature on this field !we assume the supplier will reference it on your paperwork<". select &aintain or En4uire. you are then taken to the &aintain Purchase %rders Process. where you can use the #earch feature$ =se #earch feature on the %rder Num er field$ . you can leave this field lank and you will have to manually enter the details for each line individually$ 8y entering the %rder num er. ased on costs on the original purchase order$ Reference 6 Enter any special references or Notes associated with this delivery$ . %R the field may e left lank Receipt Date 6 Enter the date that the goods and@or services were received from your #upplier$ This is the date that will e used to ook items into stock and recogni'e an estimated lia ility.f you know the %rder Num er. right click with the &ouse.Goods Receipt Note Entry DETAIL SCREEN • Order Number 6 .ocate the %rder Num er for this current Receipt.t can e left lank if re4uired$ Total Stock Delivered 6 Enter the total 4uantity of all the goods that was delivered 6 this acts as a hash total to ensure all items on the GRN have een entered icking Slip 6 Ena les you to produce a Picking #lip report related to the current GRN that you are entering$ +an e left lank if no report is re4uired$ Receipt !dvice 1 +an e used to print receiving advices once the GRN details are entered$ The receiving advice may e used to assist in the (putting away) of stock as it is received$ +an e left lank if no report is re4uired$ • • • • • Page A of 9 . 8=T if you position the cursor in this field. select E0it and the details of that Purchase %rder will e populated in the Goods Receipt Note process$ • • • Supplier 6 Enter the #upplier +ode that was used when you placed this order$ Delivery Docket No 6 Enter the >ocket Num er that your #upplier has assigned to this delivery$ Our GRN Reference No 6 ?ou may enter a reference num er you are assigning to this delivery. and all you then need to do is to enter the .
Goods Receipt Note Entry "igure #: Goods Receipt Note $ntry Detail Screen Page B of 9 .
f there are No #ervices .f No Purchase %rder has een entered in the >etail #creen. Purchase %rder field.n this instance you would check this item to say ?es. although if in Purchase %rder Parameters you nominated (must enter a Purchase %rder). click on Save to save these details$ Page F of 9 • . to receive more Products from this >elivery >ocket$ . to indicate to the system that D are still outstanding for this item$ +lick on the E utton to Add more rows to this ta le. then a valid order must e entered< • • &ty Received 6 Enter the actual . this field will remain lank. details of any outstanding product lines may have pre1populated entries on this screen$ • • • • Supplier roduct 6 Enter the #uppliers Product code for the Product eing received$ roduct %ode 6 Enter your Product code for the selected Product eing received$ $ntity 6 2ill default with the current entity$ Order 6 2here a Purchase %rder has een entered in the >etail #creen.tems to receive against this >elivery >ocket. and (ticket per) on the associated product record$ 5owever.ty Received a ove.uantity of each Product from the Purchase %rder$ . this field will default with the actual .uantity Received has een 3ully Received for this line or leave unchecked if you will receive any outstanding items in the future$ ?ou might have a situation where you have ordered AC of an item$ ?ou have received 7D of the item ut will never receive the remaining D items$ . or leave lank if no tickets are re4uired$ "ully Received 6 +heck for ?es if the . item is fully received$ 8ut if you are only received 7D. Purchase %rder field. ut ordered AC. and you will receive the remaining D in the future you would leave this item unchecked. you may manually enter a num er of tickets to produce for this line.uantity eing received for the selected Product$ Num Tickets 6 2ill e initially calculated automatically ased on the .Goods Receipt Note Entry PRODUCTS SCREEN Note that if you entered one or more orders on the detail screen.
click on the #ervices Navigation 8utton "igure ': roducts Screen Page D of 9 .f there are #ervices to receive here.Goods Receipt Note Entry .
that %rder Num er will default here$ . %rder Num er field and #ervices were ordered on this Purchase %rder.f the #ervice eing received here is to e costed to a *o .eave unchecked if the line is not fully received$ • • • • • +lick on the E utton to Add more rows to this ta le.f the #ervice eing received here is costed to a *o . enter the *o Num er. otherwise you will have to manually enter the #ervice +ode here$ • • Description 6 Enter a description of the Goods or #ervices eing received here$ Order No 1 .f it does not relate to a *o . this field will e lank$ (ob No 6 .f you entered a Purchase %rder on the >etail #creen.Goods Receipt Note Entry SERVICES SCREEN • Service %ode 6 Enter the code for the #ervice you are receiving$ .f you entered a Purchase %rder on the >etail #creen. or current entity OS &ty 6 will display a figure if the . otherwise leave this field lank$ !ctivity 6 . the #ervice details would display here. to receive more #ervice items if necessary$ +lick Save utton$ Page G of 9 .ty Received$ O) 6 +heck for ?es if the line is fully received$ . %rder Num er field. leave this field lank$ $ntity 6 Enter Entity to which this service is to e costed !defaults to entity associated with any entered *o . the Activity on the *o against which this service will e cost is entered here !assuming you are recording activities"$ .f there was no %rder Num er entered on the >etail #creen.ty %rdered is different to the .
a Goods Receipt Note is used when stock is delivered without a suppliers invoice. alt+oug+. so entries are made to an estimated lia ilities account ased on costs previously recorded on a Purchase %rder$ Page I of 9 .edger is a little more comple0$ 8y definition. while the updating of the General . or priced delivery docket. many companies find it easier for people to have a single workflow rather than have people make decisions<".edger systems with the goods receipt note information that was entered$ The stock levels will e updated with the actual 4uantities of stock that were received.Goods Receipt Note Entry "igure *: Services Screen GOODS RECEIPT NOTE EDIT LIST Print a Goods Receipt Note Edit list prior to posting to check the accuracy of the entries$ GOODS RECEIPT NOTE POST This process will produce a num ered Hournal and update the . and so e0act prices are not known at this stage !typically you should use the Goods Receipt Processing &enu in this case.nventory and General .
Goods Receipt Note Entry . sale etc. y transfer.edger and . and the Ordered By person indicated has an email address recorded against them.nventory/ account specified via Purchase %rder Parameters$ These entries are reversed when the real cost of items ecomes known via the Goods Receipt Note &atching procedures$ 5owever. then an email will e automatically sent as part of the posting process to advise them that goods and@or services have een received$ Page 9 of 9 .edger (Estimated . consumption. then the cost is taken directly from the original order. then the cost difference etween the estimated and actual costs is posted to the General . the goods receipt note is placed into a holding file until it is /matched/ with a priced suppliers invoice via the goods receipt matching procedures$ N%TE J No costing or estimated costing is performed for /service/ type lines. ut you may manually allocate the figure to precise accounts if these are known$ %nce posted. and may appear as unmatched receipts in the *o +osting #ystem$ Also note that when goods are receipted against a Purchase %rder.nventory #ystems$ #pecifically. if goods are received against and order. though they are flagged as having een received.t should e noted that when a goods receipt note is entered. if stock has moved out of the original receiving location.edger /=nallocated .nventory/ account specified via Purchase %rder Parameters$ This figure would typically e included as a component of /+ost of Goods #old/. while non1indent stock is costed using the current average cost of the products$ Entries are posted to the General . assumptions are made regarding the cost of goods for the General .