Entering a Goods Receipt - Terms Card
This page describes the fields on the 'Terms' card in the Goods Receipt window. Please follow the links below for descriptions of the other cards:
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- Trans. Date
- Paste Special
Choose date
- The date when the Items listed in the Good Receipt were received in to stock. The default is the current date.
- If you are using the Queued Cost Model, you must make certain that you enter all stock transactions in strict chronological order. Failure to do this may cause your FIFO/LIFO queue to become incorrect. You should not, for example, enter a Goods Receipt with yesterday's date if you have already entered an incoming stock transaction of any kind (e.g. Goods Receipt, Stock Movement) with today's. It is also recommended that you always mark Goods Receipts as OK when you save them for the first time. Do not go back to an earlier Goods Receipt and mark it as OK there are later Goods Receipts that you have already marked as OK, unless you change the date as well.
- If you created the Goods Receipt from a Purchase Order, you cannot enter a date that is earlier than the Purchase Order Date.
- Location
- Paste Special
Locations setting, Stock module
- The stock Location where the Items listed in the Goods Receipt are to be stored.
- If you have specified a Main Location in the Stock Settings setting, you can leave this field blank if the goods are to be stored in that Location. However, if you are using the Require Location option in the same setting, you must enter a Location (even if it is the Main Location) before you can save the Goods Receipt.
- If you created the Goods Receipt from a Purchase Order, the Location will be copied from that Purchase Order. Otherwise, a default Location will be brought in from the 'Sales' card of the user's Person record or from the Local Machine setting in the User Settings module. The Local Machine setting is specific to the client machine you are working on.
- You can specify a Location in any of the Goods Receipt rows (flip B), to override the one entered here.
- Scan Barcode
- The Scan Barcode allows you to add Items to a Goods Receipt by scanning their barcodes using a barcode scanner that is connected to the device that you are using.
- If you will use this field in a Goods Receipt, it is recommended that you select the Set Goods Receipt Quantity to Zero option on the 'Del. Terms' card in the originating Purchase Order before creating the Goods Receipt. This option will be selected by default if you have selected the Set Goods Receipt Quantity to Zero option in the Purchase Order Settings setting, and will mean that when the Goods Receipt is created, the Qty in each row will be zero.
- To use the Scan Barcode field, place the insertion point in the field and then scan the barcode of one of the Items being delivered. The Qty in the relevant row will be increased by one, and the Scan Barcode field will be emptied, allowing you to scan the next Item.
- The relevant row will be chosen as follows:
- If the scanned barcode matches the Item Number of an Item, the Qty in the row with that Item Number will be increased by one.
- If there is no match by Item Number, the scanned barcode will be matched to the Barcode in an Item record.
- If there is no match by Barcode, the scanned barcode will be matched to the Alternative Code in an Item record.
- If there is no match by Alternative Code, the scanned barcode will be matched to a Barcode in the Barcodes setting. Usually this match implies that the Item is one with Varieties.
- If there is no match in the Barcodes setting, the scanned barcode will be matched to the Supplier Item Number in a Purchase Item.
- In all cases, the term "match" means that a match was found, and the matching Item has not been marked as Closed.
- If the match for the scanned barcode is an Item that is not listed in the Goods Receipt, a new row will be added to the Goods Receipt with a Qty of 1.
- Tags/Objects
- Paste Special
Tag/Object register, System module/Nominal Ledger
- Default taken from Contact (Purch. Tags/Objects), Purchase Order or Location
- You can assign up to 20 Tags/Objects separated by commas to each Goods Receipt, to be transferred to the consequent Nominal Ledger Transaction. They allow detailed analysis by department or cost centre. Usually these Tags/Objects will represent the Supplier.
- In a Goods Receipt that you create from a Purchase Order, Tags/Objects will be copied from there ('Terms' card). If you enter a Goods Receipt directly to the Goods Receipt register, Tags/Objects will be brought in when you specify the Supplier. If you create a Goods Receipt using the 'Stocktaking Comparison' Maintenance function, Tags/Objects will be brought in from the Location.
- By default, the Tags/Objects specified here will be assigned to the credit posting to the Purchase Accruals Account in the Nominal Ledger Transaction generated from the Goods Receipt. If you are using the Supplier Tag/Object on Stock A/C option in the Account Usage P/L setting in the Purchase Ledger, they will be assigned to the debit posting to the Stock Account as well.
- If you are using the Skip Header A/C Tags/Objects on Cost A/C option in the Account Usage P/L setting, the Tags/Objects in this field will not be assigned to either posting in the Transaction.
- You can also specify Tags/Objects in each row (on flip E). Usually these Tags/Objects will represent the Item. By default, you will not be able to specify Tags/Objects belonging to the same Tag/Object Type in this field and in any of the rows. If you need to be able to do this, select the Allow Tag/Objects of same type on Header and Rows option in the Account Usage Stock setting.
- Purch. Order No.
- If you created the Goods Receipt from a Purchase Order, the Purchase Order Number will be placed here automatically. It is not modifiable.
- If you are using the PO number only on Goods Receipt rows (not in header) option in the Stock Settings setting, this field will be empty and the Purchase Order Number will be placed in the PO No. field in each row (flip I) instead.
- Purch. Contract
- If you created the Goods Receipt from a Purchase Order that in turn was created from a Purchase Order Contract, the Contract Number will appear here. This field cannot be changed.
- Purch. Order Class
- If you created the Goods Receipt from a Purchase Order, the Purch. Ord. Class of that Purchase Order Number will be copied to this field, which cannot be changed.
- Language
- Paste Special
Languages setting, System module
- Default taken from Contact or Purchase Order
- The Language Code determines the text for Delivery Term and Delivery Mode that will be printed on forms. Leave the field blank to use your home Language.
- You can also use the Language to determine the Form Template that will be used when you print the Goods Receipt, and the printer that will be used to print it. This can include sending the document to a fax machine, if your hardware can support this feature. Do this in the 'Form Definition' window for the Goods Receipt form, as described here. You can change the Language before printing the Goods Receipt even if you have marked it as OK, to ensure it will be printed on the correct printer or fax machine.
- Customs Number
- You should specify Customs Numbers in Goods Receipts in the following countries:
- Kenya
- The Customs Number in a Goods Receipt will be shown as the Custom Entry Nr. in Section F (Purchases and Input Tax) in the iTax (Kenya) report in the Nominal Ledger.
- Singapore
- Enter the Cargo Clearance Import Permit Number in this field. This will be exported as the Permit No. in files created by the 'IRAS audit File' Export function in the Nominal Ledger.
- United Arab Emirates
- The Customs Number in a Goods Receipt will be exported as field 5 (PermitNo) in the Purchase Listing Table section in files created by the 'FTA VAT Audit' Export function in the Nominal Ledger.
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The Goods Receipt register in Standard ERP:
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Introduction to the Goods Receipt Register
