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Goods Receipt - Basic

Goods receipts are used to record the delivery of stock. They can be matched to an existing purchase order to simplify their entry. See Ordering and Receiving for further details.

Figure: Example Goods Receipt Screen

Purchase Order#

Goods receipts should be matched to existing purchase orders. This saves data entry time and also allows the system to track what has been received for outstanding orders. Enter the purchase order number then press the Arrow button. This will import the item details for that PO and move the PO number to the right-hand side. You can match a goods receipt against multiple purchase orders.

Supplier

The supplier from which the goods were received. If you match a receipt to a purchase order, this will be filled in automatically.

Location

The location at which the goods were received. If you match a receipt to a purchase order, this will be filled in automatically.

Received Date

The date the goods were received. This defaults to today's date.

Agent

The agent who helped to prepare the original order, if any. If an agent is added then as items are added to the goods receipt, the system will perform a check. If the item did not come from that agent, a warning message will be displayed. This will not stop the item from being used but simply warns the user that the item may not be correct.

If you import a purchase order which has an agent, that agent will become the agent for this goods receipt.

Supplier Reference

This is the number of the delivery docket or invoice which was received with the goods. It is simply recorded as a reference. This is a mandatory field.

Expected Delivery Date

The date stock is expected to arrive.

Delivery From Time

The time after which the stock is expected to arrive.

Delivery To Time

The time before which the stock is expected to arrive.

Freight Company

The company from which we expect the stock to be delivered.

Status

The status of the current receipt. The system will update the status automatically as you create, and prepare the invoice. The status codes are:

New

Indicates a receipt has been created but not yet printed.

Printed

The goods receipt has been printed but not accepted.

Accepted

The Accept button has been pressed and the receipt has been finalise. Details cannot be changed.

Accepted Date

Date and time the Goods Receipt is accepted which may be a different date and time to the created date.

Created

The user who created the receipt, and the date when the receipt was created. This is set automatically by the system.

Authorised By

The code of the user who authorised the purchase order when it was sent.

Type

The type of goods receipt.

RECEIPT

Standard goods receipt.

RETURN

Indicates stock is being returned to supplier. The quantities will be negative.

DELIVERY

Advanced notice of stock being delivered. Once it is delivered, the type will change to RECEIPT. See Goods Receipt Delivery.

Comments

A general comment about the receipt. This is simply used for your own notation. For example, 'goods looked like they had been knock around a bit'.

There are buttons at the top of the window to control the transaction. Special buttons include:

Press this to accept the goods receipt and update the stock levels.

Press this button to import items from. See Importing Data for further details.

Press this button to generate a ticket for each unit of stock.

Press this button to display the Available Items window which will show the items available to add to the order for the current supplier.

If selected it opens the Quick Item maintenance form.

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