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Main Menu > Inventory Control > Stock Receipting

Main Menu > Purchase Ordering > Stock Receipting

Main Menu > Warehouse > Stock Receipting

 

 

The stock receipting program is used for all goods receipts from suppliers and provides the flexibility of receipting stock with or without a purchase order. Entries in this screen are processed as either one per invoice or one per delivery docket rather than one per purchase order.

 

tog_minus Stock Receipting Main Screen

Stock Receipting Main Screen

Stock Receipting Main Screen

 

Number 1

Vendor Code – Enter either the vendor code or ‘O’+Purchase Order number (Using ‘O’+Purchase Order number will automatically find the vendor and fill in the purchase order number.) Even if receipting for multiple purchase orders on a single docket/invoice, the ‘O’+Purchase Order number option can be used, entering the first purchase order, as the purchase order number can be changed at any time during the receipting process

Number 2

Checked By – Use the drop down arrow to select users who checked the order

Number 3

Receipt Entry From –

•Delivery Docket - If delivery docket is selected, only the delivery docket date and freight value (ex GST if known) are required to be entered

•Supplier Invoice - If supplier invoice is selected, users must enter the invoice date, freight value (ex GST) and total invoice value including all freight and GST

•Consignment Stock - If Consignment Stock is selected, only the delivery docket/consignment note number, date and freight value (ex GST if known) are required to be entered.

Once the header is entered, clicking Header OK will display the outstanding products on purchase orders for this vendor (or for the specific purchase order if ‘O’+Purchase Order number has been used). The header can be edited at any time by clicking the ‘Edit Header’ option, however the vendor code cannot be changed.

When the Supplier freight charge has been entered into the header, BBS will apportion, by product value, this amount over all products received on this docket/invoice.

Number 4

Navigates users to the Quick Attach File to Creditor Account screen to attach files to the stock receipt. Please refer to Quick Attach Files to Creditor Account for more information

Number 5

•Purchase Order No. (F3) – If receiving products from multiple purchase orders on the one delivery docket or supplier invoice , the ‘Purchase Order No’ can be altered to change the items displayed in the list

•PO Date - Will auto-fill when a purchase order number is entered

•P/O Enquiry Button - Clicking this button will display the original purchase order for the purchase order number entered

•Search - Enter a keyword to search for a product within the outstanding purchase order lines

•Highlight All (F6) - Multiple products can be highlighted at once and click Add (F7) if the quantities and costs are correct. The Highlight All (F6) button can be used to highlight all items and then Add (F7) can be used to accept all items

Number 6

When a vendor code has been entered instead of 'O' + Purchase Order number all outstanding products on order for that vendor will display here. When 'O' + Purchase Order number has been entered into the vendor code only outstanding lines on that purchase order number will be displayed.

Number 7

Double clicking an item in the list (or highlighting it and pressing Enter) will allow users to edit the Receipt UOM (where a product for this supplier has an alternate purchasing UOM and conversion factor), the supplier item code (which will update the product/supplier details when the receipts are saved), the quantity to reserve for backorders, the tax code that has been setup for the selected product in Product Masterfile Maintenance, the quantity received, the cost per selected UOM and whether or not any short supplied items are on backorder to be supplied at a later date. By unticking Supplier Backorders Allowed in the Vendor Masterfile Maintenance, Backorder Balance will not be chosen by default for all receipts for the vendor in question. Where goods are being backordered, the ETA can be updated if known and this will alter the Date Required for the line item. To receipt stock without a purchase order, users can enter a product code and warehouse and fill in the required details.

Number 8

Global Inventory Enquiry (F9) - Navigates users to Global Inventory Enquiry for the selected product.

Number 9

Receipting Confirmation (Scan In) - Navigates users to Receipting Confirmation (Scan in). Please refer to Receipting Confirmation (Scan In) for more information.

Number 10

Once an item is added, it drops to the bottom box, however if only partially receipted with the backorder balance flag ticked, the item will still appear in the top box in blue with the quantity still outstanding. An item can be edited once it has been added by double clicking it in the bottom box, making the changes and clicking Add again. An item, or multiple items can be removed from the bottom box by highlighting them and clicking the ‘Clear’ button

Number 11

Where Supplier Invoice is selected as the receipt source, the receipt totals at the bottom right hand side of the screen indicate variances between the invoice value and the value of the receipts. users will be warned if the variance exceeds $0.10.

Number 12

Save as Draft/Load Draft - Allows users to Save the invoice/delivery docket information entered as a draft for later retrieval or to load a supplier invoice/delivery docket that has been previously saved as a draft. Please refer to Saving/Retrieving a Draft for more information.

Number 13

Update Receipts - Clicking the Update Receipts button will complete the process allowing users to select from the following -

•Update Receipts - Updates receipts and completes the process.

•Update and Print Audit Trail - Updates receipts, prints the audit trail and completes the process.

•Update and Print Product Price Labels - Updates receipts, prints the product price labels and completes the process.

•Update and Print Audit + Price Labels - Updates receipts, prints the audit trail and product price labels and completes the process.

Please refer to Shelf/Product Label Printing for more information.

Number 14

Clear Screen - Allows users to clear the screen and start the entry again.

 

Users can highlight multiple products at once by clicking on the lines required while holding down the SHIFT or CTRL keys and then click Add (F7) if the quantities and costs are correct. The Highlight All (F6) button can be used to highlight all items and then Add (F7) can be used to accept all items.

tog_minus Saving/Retrieving a Draft

Users can enter all of the relevant information from a Supplier invoice or delivery docket, fix up the pricing etc in the Stock Receipting screen and then save it as a draft until the goods actually come in.

After the goods have arrived in store and have been marked off the P/O Pre-Receipt Checklist users can retrieve the draft receipt, make any necessary changes and Update as normal.

 

Save Draft

 

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To retrieve a Saved Draft click on the Load Draft button

 

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Select the saved draft you wish to retrieve by double clicking on the line or highlighting the line and clicking on Select.

 

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tog_minus Receipting Confirmation (Scan In)

Receipting Confirmation (Scan In) is available when receipting stock in the Stock Receipting screen for a purchase order.

 

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When this button is clicked, the below screen will pop up.

Please note: All quantities, excluding the Qty Resv are in the purchase order unit of measure when using Ordered Quantities and not the stock unit of measure. When using Receipted Quantities, all quantities are in the stock unit of measure. The Qty Resv column on this screen displays to users the quantity of the stock unit of measure that needs to be put aside for backorders.

 

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In the Compare Quantities field where no items have been selected on the stock receipt, the system will default to Ordered Quantities to build the stock receipt based on the goods received. This option will show all the items on order for the entire supplier if no purchase order number is entered, or on the selected purchase order number. Items can then be scanned to build the stock receipt.

Where items have already been selected on the stock receipt based on the suppliers invoice or delivery docket, the system will default to Compare Quantities by Receipted Quantities and the Scan In function is being used to verify the goods receipted against what has been selected.

 

In the Received Product (F3) field you can scan or enter a product code (BBS, OEM, supplier etc).

 

If the ordered qty is 1, it will mark the product as received and return you to the field to scan the next item. If the ordered qty is greater than 1, the cursor will stop in the Quantity Received field, which will be pre-filled with the ordered qty, users will need to enter the actual quantity received, and then enter through or click Update.

 

If you want to use the mouse to manually check off items in the list, you can do so by double clicking or highlighting and pressing enter.

If the item has an ordered qty of 1, you’ll be taken straight to the Update button so you can just press enter again to confirm. If the ordered qty is greater than 1, the cursor will stop in the Quantity Received field, which will be pre-filled with the ordered qty, and users need to enter the actual quantity received, and then enter through or click Update.

 

Auto Mode (F12) - Will automatically add 1 of any product entered and/or scanned to the stock receipt. If the product already exists on the stock receipt, it will add 1 to the existing quantity. If a pack/box/carton barcode is scanned, the quantity associated with that barcode will be added to the stock receipt.

Entry Mode (F12) - Users will be required to enter the quantity to be receipted and then update the line to add it to the stock receipt.

Users can switch between Auto Mode and Entry Mode throughout entering a stock receipt by clicking the button or by pressing F12 on their keyboard.

Once selected, the mode will be remembered for the BBS login for each time the Receipt Confirmation Scan In screen is used.

 

If you scan a barcode, or enter a product code that is invalid, the following message will be displayed. This could be because the barcode on the product has changed.

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If you scan a barcode, or enter a product code that is not on the purchase order, the following message will be displayed. This could be because the wrong product has been received.

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If you scan a barcode, or enter a product code that has already been marked as received, the following message will be displayed.

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tog_minus Direct Delivery Invoicing

If users receipted any direct delivery purchase orders, when they close the screen they will then be prompted to invoice the linked Direct Delivery sales orders.

 

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If users answers yes, the Confirm Sales Order screen will be displayed for each Direct Delivery Sales Order and users can click Confirm Order (F5) and Confirm Order (F5) again, then repeat for each direct delivery sales order that needs to be invoiced.

 

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IMPORTANT NOTE REGARDING DIRECT DELIVERY FREIGHT

Freight added at the time of stock receipting is added to the value of the stock. With direct delivery sales orders, the goods are costed at the receipt value and the value of the stock is decreased by the same amount ensuring a near zero net change on the value and average cost of the stock.

 

If freight is charged to the customer on the direct delivery sales order (or any sales order for that matter), it is not included in sales and margin figures. Therefore, if freight charged by the supplier is included in the stock receipt screen, regardless of whether or not the customer is charged, this will reduce the margin on the sales order.

 

The workaround for this problem, to ensure stock receipt invoices balance, is to use the non-diminishing product code 'DDFRT' for ‘DIRECT DELIVERY FREIGHT CHARGED BY SUPPLIERS’, and instead of entering the freight value at the top of the receipting screen, this product code can be receipted with the freight amount to balance out the invoice value. However, if you wish to reduce the margin because the customer has not been charged, simply enter the freight at the top of the screen which will add the freight value to the cost of goods.

 

Please refer to Stock Receipting Process using P/O Pre-Receipt Checklist or Stock Receipting Process using Scan In Function for more information.
  

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