Entering a Goods Receipt - Extra Costs Card
This page describes the fields on the 'Extra Costs' card in the Goods Receipt window. Please follow the links below for descriptions of the other cards:
---
- Extra Cost 1-5
- Use these fields to enter any total additional cost figures that may apply to the entire Goods Receipt. The total amount will then be distributed to the Cost 1-5 fields on flip H of the 'Items' card proportionally, based on the Quantity and Unit Price or Item Weight in each row (depending on the Extra Costs Calculation options to the right).
- 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 on 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 on flip C in each row.
- 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. This has been done in the illustration above: Extra Cost 1 has been named "Port Charges" and Extra Cost 2 "Internat'l Shipping".
- Approval Status
- You can use the Approval Rules register in the Business Alerts module to configure an approval process that Goods Receipts must pass through. For example, particular managers may need to check and approve every Goods Receipt in which the TOTAL is greater than a certain value. If you are using such an approval process, this field will display the stage in the process that a particular Goods Receipt has reached.
- If a Goods Receipt needs to pass through an approval process, you will not be able to mark the Goods Receipt as OK until the approval process has been completed.
- In brief, the Approval Status of a Goods Receipt can be any of the following :
- Not Required
- The Goods Receipt does not need to pass through an approval process, so you will be able to mark it as OK immediately.
- Not Requested
- The Goods Receipt does need to pass through an approval process, and you have not yet started that process. To start the process, save any changes and then choose 'Request Approval' from the Operations menu (Windows/macOS) or Tools menu (iOS/Android).
- Pending
- The Goods Receipt has been entered into the approval process, and is waiting to be approved or rejected. If you need to check the progress of the approval process, select 'Goods Receipt Status' from the Operations or Tools menu.
- If the Status of the Goods Receipt is Pending, you will usually not be able to modify it. If you need certain users to be able to modify Pending records, use Access Groups to grant them Full access to the 'Change Record Header when Approval Status is Pending' and/or 'Change Record Matrix when Approval Status is Pending' Actions.
- Approved
- The approval process has been completed and the Goods Receipt has been approved. You will be able to mark the Goods Receipt as OK.
- Rejected
- The approval process has been completed and the Goods Receipt has been rejected.
- Please refer to the 'Business Alerts' manual for full details.
- Extra Costs Calculation
- Default taken from
Stock Settings setting, Stock module (Extra Costs Calculation options)
- If you enter any total additional cost figures that may apply to the entire Goods Receipt in the Extra Cost 1-5 fields above or in the Freight and Customs fields in the footer, those additional costs will then be distributed to each row proportionally, based on the Quantity and Unit Price or the Quantity and Item Weight in each row. Select one of these options to specify whether this distribution should be based on the Unit Price or on the Item Weight.
---
The Goods Receipt register in Standard ERP:
Go back to:
Introduction to the Goods Receipt Register
