Entering a Goods Receipt - Items Card Part 2 (Flips E-I)
This page describes the fields on flips E-I of the 'Items' card in the Goods Receipt window. Please follow the links below for descriptions of the other cards:
--- Flip E- Stock Type
- Paste Special
Choice of possible entries
- A Consignment Stock Item is one that you receive from a Supplier that will remain the property of the Supplier until you sell it. The Supplier will therefore not issue a Purchase Invoice until you sell the Item. The Item never belongs to you: it remains the property of the Supplier until you sell it.
- When receiving an Item into stock on a consignment basis, specify "Consignment" in this field. The Stock Account (below) will be changed to the Consignment Stock Account specified in the Account Usage Stock setting.
- Please refer to the Consignment Stock page for full details.
- TREO
- Paste Special
Choice of possible entries
- TREO (Tax Remission Export Office) Sales Orders are used in Kenya and other East African countries. If a manufacturing company receives a Sales Order from an export Customer, then any components purchased for manufacturing the Items on the Sales Order will be exempt from tax and customs duties.
- If a Goods Receipt contains Items related to a TREO Sales Order, you should enter "TREO" in this field in each relevant row. This will have two immediate consequences:
- The VAT Code on flip C will be changed to the TREO VAT Code specified in the Account Usage P/L setting in the Purchase Ledger. Usually this will be a zero-rated VAT Code; and
- If you enter a figure in the Customs field in the footer of the Goods Receipt, it will not be distributed to rows marked as "TREO" (only to those marked as "Non-TREO").
- You can only use Serial Numbered Items in rows marked as "TREO".
- Stock A/C
- Paste Special
Account register, Nominal Ledger/System module
- The Account entered here will be debited in any Nominal Ledger Transaction created when you mark the Goods Receipt as OK and save. The default will be the Stock Account for the Location, the Stock Account for the Item Group (if you are using the Use Item Groups for Cost Accounts option in the Cost Accounting setting) or the Stock Account in the Account Usage Stock setting. If the Stock Type (above) is "Consignment", the default will instead be the Consignment Stock Account, also from the Account Usage Stock setting.
- Purch. A/C
- Paste Special
Account register, Nominal Ledger/System module
- The Purchase Accruals Account entered here will be credited in any Nominal Ledger Transaction created when you mark the Goods Receipt as OK and save. If you create a Purchase Invoice from the Goods Receipt, this Account will be the Cost Account in the Purchase Invoice, and will be debited in the Nominal Ledger Transaction resulting from that Invoice.
- Please refer to the Cost Accounting Transactions from Goods Receipts page for details about how the Purch A/C in each row will be chosen.
- You can use Goods Receipts to correct stock discrepancies. If so, you may want to replace the default Purchase Accruals Account with a Stock Gain Account. If you use the 'Stocktaking Comparison' Maintenance function to create such a Goods Receipt, this will occur automatically. In this case, the default Account will depend on the Type of the Location. If the Type is "Other", it will be the Stock Gain Account from the Account Usage Stock setting. If the Type is "Production", if the Item belongs to an Item Group and if you are using the Use Item Groups for Cost Accounts option in the Cost Accounting setting, it will be the Usage Variance Account in the Item Group. Otherwise, it will again be the Stock Gain Account from the Account Usage Stock setting.
- Tags/Objects
- Paste Special
Tag/Object register, Nominal Ledger/System module
- Default taken from Purchase Order row, or Item or Item Group
- You can assign up to 20 Tags/Objects, separated by commas, to a row in a Goods Receipt, to be transferred to the consequent Nominal Ledger Transaction. You might define separate Tags/Objects to represent different departments, cost centres or product types. This provides a flexible method of analysis that you can use in Nominal Ledger reports. Usually the Tags/Objects specified here will represent the Item.
- In the Nominal Ledger Transaction generated from a row in a Goods Receipt, any Tags/Objects specified here will be assigned to the credit posting to the Purchase Accruals Account and, if you are using the Tag/Object on Stock Account option in the Cost Accounting setting, to the debit posting to the Stock Account. For the assignment to the credit posting, these Tags/Objects will be merged with those of the parent Goods Receipt (shown on the 'Terms' card). For the debit posting, these Tags/Objects will be merged with those of the parent Goods Receipt if you are also using the Supplier Tag/Object on Stock A/C option in the Account Usage P/L setting in the Purchase Ledger.
- By default, you will not be able to specify Tags/Objects belonging to the same Tag/Object Type in the header (on the 'Terms' card) 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. As just mentioned, the header and row Tags/Objects will be merged for all postings: if the merged set of Tags/Objects includes Tags/Objects belonging to the same Tag/Object Type, the Tag/Object from the row will be used and the one from the header will be discarded.
Flip F- Customs No.
- You can use this field to record the consignment or customs number of the incoming shipment for this Item. In Russia, an entry in this field is required by law for imported Items, and in Argentina and Mexico Customs Nos. must be reported when imported Items are sold.
- If you need the Customs No. to be printed on the Goods Receipt form, include the "Customs Declaration Number" field in your Form Template design. You can also include the "Customs Declaration Number" field in the Form Templates for the Delivery Note and Invoice forms, but in these forms it will only be printed if the Item is Serial Numbered.
- Customs Date
- Paste Special
Choose date
- If you have specified a Customs No., specify here the date when the Customs Number was issued. In some countries (e.g. Argentina and Mexico), Customs Dates must be reported when imported Items are sold.
- If you need the Customs Date to be printed on the Goods Receipt form, include the "Customs Declaration Date" field in your Form Template design. You can also include the "Customs Declaration Date" field in the Form Templates for the Delivery Note and Invoice forms, but in these forms it will only be printed if the Item is Serial Numbered.
- Country of O.
- Paste Special
Countries setting, System module
- Default taken from Purchase Item for the Item/Supplier combination
- Record the Country of origin of the Item here.
- This information will allow the correct countries of origin to be reported in the Intrastat P/L document, if you are using the Country of Origin from Goods Receipts option in the Intrastat Purchase setting in the Purchase Ledger.
- In Russia, an entry in this field is required by law for imported Items, and in Argentina and Mexico countries of origin must be reported when imported Items are sold.
- If you need the Country of Origin to be printed on the Goods Receipt form, include the "Country of Origin" field in your Form Template design. You can also include the "Country of Origin" field in the Form Templates for the Delivery Note and Invoice forms. In the case of the Delivery Note it will only be printed if the Item is Serial Numbered.
- From Pos., To Position
- Paste Special
Position register, Warehouse Management module
- You can only use these fields if you are using the Warehouse Management module. If so and if you have selected the Require Position option in the relevant Location, the Position field should contain the Position for Goods Receipts (e.g. Warehouse entry ramp), while the To Position should contain the Position in the Warehouse where the Items will be stored. Both Positions will set by default, although you can change the To Position if necessary. When you save the Goods Receipt after marking it as OK, one Stock Movement will be created for each Goods Receipt row, moving the Items from the Position for Goods Receipts to the To Position. The Status of each To Position will be changed to "Item on the way". You can mark all of these Stock Movements as Received at one stroke using the 'Accept Warehouse Stock Movements' function on the Operations menu (Windows/macOS) or Tools menu (iOS/Android). The Status of each To Position will be changed to "Used".
Flip G- Serial No.
- This field is also on flip B: please refer to the description of flip B above for details.
- Width, Height, Depth
- Default taken from
Item
- These fields contain the dimensions of the Item.
- If the Item is one that is purchased by area or volume, you can have the Qty calculated by multiplying the dimensions together. If you would like to use this feature, follow these steps:
- Select the Enable Quantity Calculation option in the Item Settings setting in the Sales Ledger.
- Select the Calculate Quantity option in the Unit that you have assigned to the Item. If the Item is purchased by area, choose the Two Dimensions option in the Unit record. If the Item is purchased by volume, choose the Three Dimensions option.
- In the Goods Receipt row, enter the Width and Height (if the Item is sold by area) or the Width, Height and Depth (if the Item is sold by volume). The Qty in the row will be calculated automatically.
- Please refer to the page describing the Units setting for details and an example.
Flip H- Extra Cost
- This field is also on flip C. Please refer to the description of flip C above for details.
- Freight
- Use this field to record any Freight charges you will incur when receiving the Item into stock.
- You can record a Freight charge in one of two ways:
- You can enter the Freight charge as a cost per unit in this field in a Goods Receipt row. This allows you to attach the Freight charge to a particular Item or Items in a Goods Receipt.
- You enter the overall Freight charge for the whole shipment in the Freight field in the footer. When you move to the next field, this figure will be distributed to each row proportionally, based on the Qty and Unit Price or Item Weight in each row (depending on which of the Extra Costs Calculation options on the 'Extra Costs' card you have selected). In order for the distribution to be accurate, enter the Freight figure after you have made sure the Item and Quantity information in each row is complete.
- In both cases, the figure that you enter should be in your home Currency (or in Base Currency 1 as defined in the Base Currency setting in the System module).
- In the case of a Goods Receipt that you create from a Purchase Order, the value will be taken from the Freight fields on flip E and in the footer of the Purchase Order or, if there is no Freight charge in the Purchase Order, from the Purchase Cost field on its 'Comment' card (distributed proportionally to the different rows).
- In the Nominal Ledger Transaction generated from a Goods Receipt any Freight costs will be included in the debit posting to the Stock Account. They will also be credited to the Freight Accrual Account specified in the Account Usage Stock setting. Note that this is an Accrual Account and that the Freight charge will be included in any Purchase Invoices that you create from the Goods Receipt or from the originating Purchase Order. If you do not want the Freight charge to be accrued and instead need it to be posted to an Expense Account, enter it in the Extra Cost field immediately to the left (and on flip C).
- Usually the Nominal Ledger Transaction will only contain a single credit posting to the Freight Accrual Account, irrespective of the number of rows in the Goods Receipt. No Tags/Objects will be assigned to this posting. If the rows in the Goods Receipt have Tags/Objects and you would like there to be separate credit postings to the Freight Accrual Account for each Tag/Object, select the Post Extra Cost per Tag/Object option on the 'Variances' card in the Account Usage Stock setting.
- If you entered an amount in the footer that could not be wholly distributed to the various Item rows without an amount being left over, that leftover amount will be posted to the Freight Variance Account specified in the Account Usage Stock setting.
- You can prevent certain users from changing Freight Costs in the rows and in the footer (and Unit Prices, Cost Prices, Sums, Extra Costs, Customs Costs and Extra Costs 1-5) in Goods Receipts using Access Groups, by denying them access to the 'Change Cost on Goods Receipt' Action.
- Customs
- Use this field to record any Customs charges you will incur when receiving the Item into stock. It is connected to the Customs field in the footer of the Goods Receipt, in the same manner as that described immediately above for the Freight fields.
- A default value be placed in this field, taken from the Default Customs Cost field in the relevant Purchase Item.
- You can enter either a unit charge in your home Currency (or in Base Currency 1 as defined in the Base Currency setting in the System module), or you can enter a percentage followed by the % character. The percentage will be applied to the Unit Price of the Item after conversion to your home Currency. You can only enter a percentage in a row, not in the footer.
- In the Nominal Ledger Transaction generated from a Goods Receipt, any Customs costs will be included in the debit posting to the Stock Account. They will also be credited to the Customs Accrual Account specified in the Account Usage Stock setting. Note that this is an Accrual Account and that the Customs charge will be included in any Purchase Invoices that you create from the Goods Receipt or from the originating Purchase Order. If you do not want the Customs charge to be accrued and instead need it to be posted to an Expense Account, enter it in the Extra Cost field to the left (and on flip C).
- Usually the Nominal Ledger Transaction will only contain a single credit posting to the Customs Accrual Account, irrespective of the number of rows in the Goods Receipt. No Tags/Objects will be assigned to this posting. If the rows in the Goods Receipt have Tags/Objects and you would like there to be separate credit postings to the Customs Accrual Account for each Tag/Object, select the Post Extra Cost per Tag/Object option on the 'Variances' card in the Account Usage Stock setting.
- If you entered an amount in the footer that could not be wholly distributed to the various Item rows without an amount being left over, that leftover amount will be posted to the Customs Variance Account specified in the Account Usage Stock setting.
- In Kenya and other East African countries, if you enter a Customs figure in the field in the footer of the Goods Receipt, it will not be distributed to any rows that you have marked as "TREO" on flip E. TREO rows are exempt from Customs duties. You should ensure all rows are correctly marked as "TREO" or "non-TREO" before entering the Customs figure, so it can be distributed correctly.
- You can prevent certain users from changing Customs Costs in the rows and in the footer (and Unit Prices, Cost Prices, Sums, Extra Costs, Freight Costs and Extra Costs 1-5) in Goods Receipts using Access Groups, by denying them access to the 'Change Cost on Goods Receipt' Action.
- Costs 1-5
- Use these fields to record any additional costs (per unit) for the Item. They will be included in the Cost Price on flip A. Enter an amount in your home Currency (or in Base Currency 1 as defined in the Base Currency setting in the System module).
- You can also enter total additional cost figures for the whole Goods Receipt on the 'Extra Costs' card: the total amount will then be distributed to the various Item rows proportionally, based on the Qty and Unit Price or Item Weight in each row (depending on the Extra Costs Calculation options on the 'Extra Costs' card), in the same manner as that described immediately above for the Freight fields.
- In the case of a Goods Receipt that you create from a Purchase Order, the values in these fields will be taken from the 'Extra Costs' card of the Purchase Order.
- In the Nominal Ledger Transaction generated from a Goods Receipt, any costs in these fields will be included in the debit posting to the Stock Account. They will also be credited to the corresponding Extra Cost Accrual Account specified in the Account Usage Stock setting. Note that these are Accrual Accounts and that the Extra Costs will be included in any Purchase Invoices that you create from the Goods Receipt or from the originating Purchase Order. If you do not want the Extra Costs to be accrued and instead need them to be posted to an Expense Account, enter them in the Extra Cost field to the left (and on flip C).
- Usually the Nominal Ledger Transaction will only contain a single credit posting to each Extra Cost Accrual Account, irrespective of the number of rows in the Goods Receipt. No Tags/Objects will be assigned to these postings. If the rows in the Goods Receipt have Tags/Objects and you would like there to be separate credit postings to the Extra Cost Accrual Accounts for each Tag/Object, select the Post Extra Cost per Tag/Object option on the 'Variances' card in the Account Usage Stock setting.
- If you entered an amount on the 'Extra Costs' card that could not be wholly distributed to the various Item rows without an amount being left over, that leftover amount will be posted to the corresponding Extra Cost Variance Account specified in the Account Usage Stock setting.
- The five Extra Cost fields allow you to record Extra Costs of different kinds separately if necessary. If you want to give a name to each of the Extra Cost fields so that you always enter the same kind of Extra Cost in the same field, use the User Defined Field Labels - Extra Costs setting in the Stock module.
- You can prevent certain users from changing the five Extra Costs in the rows and on the 'Extra Costs' card (and Unit Prices, Cost Prices, Sums, Extra Costs, Freight Costs and Customs Costs) in Goods Receipts using Access Groups, by denying them access to the 'Change Cost on Goods Receipt' Action.
Flip IYou can use the fields on flip I if you need to include several Purchase Orders in a single Goods Receipt. Enter the appropriate Purchase Order Number in the PO No. field, using 'Paste Special' if necessary. The Purchase Order must have been marked as OK. Press Tab or Enter to move the cursor into the PO Row field. If you want to include the entire Purchase Order in the Goods Receipt, press Tab or Enter again. All unreceived rows from the Purchase Order will be copied to the Goods Receipt. If you only want to include part of the Purchase Order, you can either bring in the entire Purchase Order and remove the rows you don't need, or you can enter the row number of the Purchase Order row that you need. For example, if you need to bring row 3 of a Purchase Order in to the Goods Receipt, enter "3" in the PO Row field. Row 3 in the Purchase Order will be brought in to the Goods Receipt, and the number in the PO Row field will be changed to "2" (inside the application, row numbers begin at 0, so for example row 3 in the interface is row 2 inside the application).
If you then receive a single Purchase Invoice covering all the Items on the Goods Receipt, you should enter that Invoice from the Create menu of the Goods Receipt (+ menu if you are using iOS or Android). If you receive separate Purchase Invoices for each Purchase Order, enter them from the Create or + menu of each Purchase Order.
- PO Recon., Inv. Recon., Comment
- These fields may be useful for companies who receive shipments containing Items from many Purchase Orders, where it is not clear which Items belong to which Purchase Orders.
- When you create a Goods Receipt in this situation, you will probably connect it to several Purchase Orders, as described immediately above. The Qty on flip A of the Goods Receipt will default to the Purchase Order quantity: change this to the quantity received as normal. But, before doing so, enter the correct Purchase Order quantity in the PO Recon. field, with Comment if necessary. When you receive the Purchase Invoice, enter the Purchase Invoice quantity in the Inv. Recon. field, again with Comment if necessary. You can enter the PO Recon. and Inv. Recon. quantities after you have marked the Goods Receipt as OK and saved. When you create a Purchase Invoice from the Goods Receipt, you can use the 'Not Reconciled POs' function on the Operations menu (Windows/macOS) or Tools menu (iOS/Android) in the Purchase Invoice to produce a report comparing Goods Receipt, Purchase Order and Purchase Invoice quantities for the Item. The report also lists Purchase Order rows that have not been received or invoiced. If there is a discrepancy in the various quantities, the report may help you find the reason for the discrepancy or help you connect other unfulfilled Purchase Orders to the Goods Receipt or Purchase Invoice.
- You must be using the Transfer Each Item Separately option in the Purchase Invoice Settings setting in the Purchase Ledger if you want to use this feature and, for the report to be as comprehensive as possible, you should create the Purchase Invoice from the Goods Receipt, not from the Purchase Order.
Flips A-D of the 'Items' card are described in Part 1 here and the Footer is described here.
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The Goods Receipt register in Standard ERP:
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Introduction to the Goods Receipt Register
