Record Goods Received

 

This section will discuss on how to create a Goods Received document from a previous Purchase Order or creating one from scratch.

 

 

 

 

Create Goods Received Document from Previous Purchase Orders

Steps

1. From the Supplier module, select Received > New Goods Received. Or, you can use the Receive Items option from the options menu of the Purchase Order form.
2. A search screen of available purchase order and active suppliers is displayed.
   1. To receive items specified from the purchase order, select a purchase order from the Available Purchase Order tab by clicking on the checkbox next to it and clicking Ok.
   2. To receive items from two or more orders from the supplier into one goods received, select the purchase orders (must be the same supplier) from the Available Purchase Orders tab and click Ok.
      
3. After selecting any one of the options above, the Goods Received form is displayed. The Goods Received form will reflect the details from the Purchase Order document. You may change the information as needed.
4. The information in the purchase order document is displayed in the Order tab. You may change the default current date in the Date (document date) and the Date Expected fields. You can switch to other date fields to fill in by clicking on the arrow button beside the Date Expected field.
   
   
5. The document code of the purchase order is shows in the Delivery Note field. You may add relevant document codes or reference number in the Reference field.
   
   
6. You may change the default Shipping Method and Payment Term.
   
   
7. Optional: You may add notes about the goods received in the Notes tab.
   
   
8. The line items from the purchase order are reflected in the Inventory Item tab. You may exclude items in the goods received. To remove items, right click on the item in the list and select Delete Line Item.
   

   By default, the pulldown list will display only the items for the supplier.

9. You may add items in the goods received by clicking on the Item Code column pulldown.
   
   
10. The Received column of the Inventory Item tab displays the Ordered quantity as default. You may change this to the actual received quantity. You can use the Clear All Values button to clear the Received column.
    

    In changing the received quantity, you will be asked to update the ordered quantity in the Purchase Order so you would have an outstanding quantity in the purchase order.
    
    a) Choose Yes if you want to adjust the purchase order quantity in the Purchase Order and complete the purchase order.
    b) Choose No to leave an outstanding quantity in the Purchase Order and leave the purchase order status to “Partial”.

11. The Left column displays the remaining quantity in the ordered items that has not been received. You may view the outstanding quantity in the Summary tab.
    
    
12. You may change the line item information such as Unit Measure, Warehouse, Tax Code and Cost Price.
    
    
13. You may select another destination warehouse in the Ship To field.
    

    Note that when items were part shipped, the freight calculation from the purchase order is reduced to the calculation for the received items.

14. The Freight field displays the freight amount based on the freight calculation from the Shipping Method. Optionally, you may change this value to the actual freight charge by ticking the checkbox above the Freight field and entering the amount in the Freight field.
    
    
15. Save the details before closing the Goods Received form.
    
    
16. When received, you may create a bill / purchase invoice for the received goods.

 

Create Goods Received Document from Scratch

Steps

1. From the Supplier module, select Received > New Goods Received. Furthermore, you can use the Receive Items option from the options menu of the Purchase Order form.
   
2. A search screen of available purchase order and active suppliers is displayed.
   
   
3. To create a Goods Received Document from scratch, select the supplier from the Active Suppliers tab. Double click on your selection to display the Goods Received form. The Goods Received  form will reflect the details of the supplier. You may modify the default information as needed.
   
   
4. Enter primary details to the goods received in the Order tab. You may change the default current date in theDate (document date) and Date Expected fields. You may switch to other date fields to fill in by clicking on the arrow button beside the Date Expected field.
   
   
5. You may add relevant document codes and reference numbers in the Delivery Note and Reference fields.
   
   
6. You may change the default Shipping Method and Payment Term.
   
   
7. Optional: You may add notes to the goods received in the Notes tab.
   
   
8. Enter received items in the Inventory Item tab. Select items that had been received from the Item Code column pulldown.
   
   
9. In the Received column, enter the actual quantity or each item received from the supplier.
   
   
10. You may change the information of the line items such as Unit Measure, Warehouse, Tax Code and Cost Price.
    
    
11. You may change the warehouse destination by selecting the warehouse from the Ship To field.
    
    
12. The Freight field displays the freight amount based on the freight calculation from the Shipping Method. Optionally, you may change this value to the actual freight charge by ticking the checkbox above the Freight field and entering the amount in the Freight field.
    
    
13. Save the details before closing the Goods Receivedform. 

    

 

UPDATE ITEMS WITH THE NEW COST PRICE

1. From the Goods Received form, you can change the default cost price of the received items by overriding the value in the Cost Price column. When the goods received document is converted into bill/purchase invoice, the bill will update the current cost information of the item.
   
   
2. You can also change the default cost price from the bill document. This will update the current cost information for the item.

 

TURN OFF FILTERING ITEMS BY SUPPLIER

1. Select Preferences under the Setup menu of the Supplier Module. The Preferences form will display.
   
   
2. Untick the Filter suppliers according to supplier option.
   
   
3. Click Ok to apply your preferences and close the Preferences form.

 

PRINT THE GOODS RECEIVED DOCUMENT

1. From the Goods Received form, click on the Print button from the toolbar menu to display the Print Dialog window.
   
   
2. Select Printer as the printing destination.
   
   
3. Select the printer from the Printer pulldown and click Print button.

 

SEND GOODS RECEIVED DOCUMENT TO SUPPLIERS OR CONTACTS

1. From the Goods Received form, click on the Print button from the options menu to display the Print Dialog window.
   
   
2. Select Email or Fax as printing destination. You may change the default messages in the Email or Fax tab.
   
   
3. The supplier’s default contact email address will appear in the Email Address field or fax number in the Fax Number field. If there is no email addresses or fax number set up for the default contact, the supplier’s primary email address or fax number is used.