HansaWorld - Integrated ERP and CRM

Introduction to the Goods Receipt Register

This register records the receiving into stock of Stocked Items. Normally, you will take the information for the Goods Receipt record from the Supplier's delivery note. In many cases, the Invoice from the Supplier will not be available at the time of delivery, and therefore full information about the cost of different Items may not be available. The stock value in FirstOffice is based on the information recorded in the Goods Receipt register.

To open the Goods Receipt register, first ensure you are in the Stock module, then click the [Goods Receipts] button in the Master Control panel. The 'Goods Receipts: Browse' window is opened, showing Goods Receipts already entered:

Goods Receipts are normally shown in transaction number order. The OK column contains a check mark for Goods Receipts that have been approved.

Entering a Goods Receipt

From the 'Goods Receipts: Browse' window, click the [New] button in the Button Bar to open a new Goods Receipt transaction.

If you have the Purchase Orders Value Pack, you can create Goods Receipts from Purchase Orders. Please click here for details.

Entering a Goods Receipt - Header

No.: Paste Special Select from another Number Series; The number of the Goods Receipt: FirstOffice will enter the next unused number from the number sequence specified in the Number Series Defaults setting or from the first number sequence entered in the Number Series - Goods Receipts setting. You may change this number, but not to one that has already been used.
Trans. Date: Paste Special Choose date; The date of the receipt. The default value is the current date.; If you are using the FIFO stock valuation method, either in the Stock List or in the Nominal Ledger, you must make certain that you enter all stock transactions in strict chronological order. Failure to do this may cause your FIFO values to become incorrect. Do not, for example, enter a Goods Receipt with yesterday's date if you have already entered one with today's. It is also recommended that you always approve Goods Receipts when you save them for the first time. Do not, for example, go back to an earlier unapproved Goods Receipt and approve it if there are later approved ones, unless you change the date as well.
Sup. No.: Paste Special Suppliers in Customer register; Enter the Supplier Number. When you press Return, the Supplier's name will be entered to the field on the right.
Name: The Supplier's Name is entered from the Customer register after you have entered the Supplier Number.
Price Incl. VAT: Check this box if the prices entered for the goods received include VAT. For each Item, VAT will be calculated using the VAT Code in the Purch. VAT Code field in the Customer record for the Supplier, in the Item record, the Item Group or from the 'VAT' card of the Account Usage P/L setting.

Entering a Goods Receipt - Comment Card

Comment: A comment regarding the current Goods Receipt.

Please click here for details about the Location field added to this card by the Stock Locations Value Pack.

Entering a Goods Receipt - Items Card

Use the grid on the 'Items' card to list the Items being received into stock. This grid is divided into two horizontal flips. When you click on a flip tab (marked A and B), the two or three right-hand columns of the grid are replaced.

To add rows to a Goods Receipt, click in any field in the first blank row and enter appropriate text. To remove a row, click on the row number on the left of the row and press the Backspace key. To insert a row, click on the row number where the insertion is to be made and press Return.

Flip A

Item: Paste Special Item register; Enter the Item Number of the Item received. A warning will appear if you use an Item that is not a Stocked Item.
Qty: Received quantity, to be added to stock. Negative values are not accepted.
Description: The Item description is brought in from the Item register by FirstOffice. It may be altered.
Unit Price: The normal purchase price from the Cost Price field in the Item register. This figure excludes any extra costs such as delivery or customs duties, but includes VAT if you have checked the Price Incl. VAT box in the header. You can change the price in a particular transaction.
Cost: Any additional cost (per unit) for the Item. It will be shown added to the Unit Price in the Cost Price column to the right. Enter either an amount or a percentage followed by the % character.; This value will default to the Extra Cost from the 'Costs' card of the relevant Item.; If a Nominal Ledger Transaction is generated from this Goods Receipt (this is determined using the Sub Systems setting in the Nominal Ledger), any costs in this field are credited to the Extra Costs Account specified in the Account Usage Stock setting.
Cost Price: The Unit Price of the Item, including any freight and other additional costs. If you have checked the Price Incl. VAT box in the header, the figure in this field will be the only one in the Goods Receipt not to include VAT.; You can use the Upd. Cost Price at Goods Receipt options on the 'Costs' card of each Item record to update its Cost Price automatically from approved Goods Receipts. If you have chosen the Last Purch. Cost Price option, the figure in this field will become the new Cost Price of the Item. If you have chosen the Weighted Average option, its Cost Price will be updated to the latest Weighted Average including this figure. In both cases, this figure will be rounded up or down according to the Calc FIFO Value rounding rules set in the Round Off setting in the System module before it is used to update the Cost Price of the Item.

Flip B

Fr. Cost: An optional Freight Cost (per unit) to be added to the total Cost Price for the Goods Receipt. You can enter a value in a particular row, or you can enter a Freight amount for the total shipment in the Freight field in the footer. When you move to the next field, FirstOffice will distribute the total Freight amount to the different Item rows according to the cost value of each row.; If a Nominal Ledger Transaction is generated from this Goods Receipt (this is determined using the Sub Systems setting in the Nominal Ledger), any Freight costs are credited to the Freight Cost Account specified in the Account Usage Stock setting.
Customs: This field works in the same manner as the Freight fields, using the Customs field in the footer area. It refers to any customs charges attached to the Goods Receipt.; If a Nominal Ledger Transaction is generated from this Goods Receipt, any Customs costs are credited to the Customs Cost Account specified in the Account Usage Stock setting.

Footer

OK: Check this box to approve the Goods Receipt. After saving, you will not be able to change it. Stock levels will be amended accordingly.; If you have so determined in the Sub Systems setting in the Nominal Ledger, a Nominal Ledger Transaction will be created in the Transaction register. The nature of this Transaction is described on the Nominal Ledger Transactions from Goods Receipts page.; You can use Access Groups to control who can approve Goods Receipts. To do this, deny access to the 'OKing Goods Receipts' Action.; References in these web pages to approved Goods Receipts are to those whose OK check box is on.
Qty: This field records the total number of items of all types on the Goods Receipt. It is updated automatically.
Freight: Please refer to the description earlier on this page of the Fr. Cost field on flip B for details of this field.
Customs: Please refer to the description earlier on this page of the Customs field on flip B for details of this field.
Cost Price: This field records the total value of the Goods Receipt, including all shipping and other additional costs.; This figure is rounded up or down according to the Calc FIFO Value rounding rules set in the Round Off setting in the System module.

Nominal Ledger Transactions from Goods Receipts

When you approve and save a Goods Receipt record, a Nominal Ledger Transaction can be generated automatically if you have so determined in the Sub Systems setting in the Nominal Ledger. Please refer to the Cost Accounting page for full details of this Transaction.

No Items that are Plain Items will be included in the Nominal Ledger Transaction. Although stock quantities for such Items are maintained, stock values are not.

Shown below is an example Nominal Ledger Goods Receipt Transaction:

Once the Transaction has been generated, you can look at it straight away using the 'Open NL Transaction' function on the Operations menu.

As shown in the illustration, any Freight, Customs and Extra Costs specified on flip B will be credited to separate Accounts specified in the Account Usage Stock setting.

Stock Adjustments

From time to time you may need to adjust your stock balances for returned goods etc. Entering and approving Credit Notes should not usually update stock levels because of the difficulty of obtaining a FIFO valuation. Instead, you should return the goods to stock using a Goods Receipt. Take care to enter the correct cost prices, in agreement with the stock valuation method you have selected: first you will probably need to find out the true value of the Item from flip C of the original Invoice (if there is no related Sales Order) or from the Delivery record using a report such as the Stock Out Journal or Item History (or by opening the related Nominal Ledger Transaction). The stock valuation in the Nominal Ledger will be updated from the Goods Receipt if you are using FirstOffice's cost accounting facilities.

The entering of Credit Notes is described here, while cost accounting is described here.

Checking and Approving Goods Receipts

Once you have entered a Goods Receipt, you need to check it and approve it, in order to confirm amounts and values. Click in the OK click box to approve it, and save the approval by pressing the [Save] button in the Button Bar. You will no longer be able to change a Goods Receipt once it has been approved.

On approval, stock levels will be amended and, if so defined in the Sub Systems setting in the Nominal Ledger, a cost accounting Transaction will be created in the Nominal Ledger. Please refer to the Cost Accounting page for details of the Accounts used by this Transaction.

You can use Access Groups to control who can approve Goods Receipts. To do this, deny access to the 'OKing Goods Receipts' Action.

Operations Menu

The Operations menu for the 'Goods Receipt: New' and 'Goods Receipt: Inspect' windows is shown above. There is no Operations menu for the 'Goods Receipts: Browse' window.

Operations Menu - Print Labels

Use the 'Print Labels' command to print a label document, which you can use to identify a particular shipment from a Supplier.

To print labels in batches, click the [Documents] button in the Master Control panel or select 'Documents' from the File menu. Double-click 'Purchase Labels' in the 'Documents' list window, or highlight it and press the Enter key. Indicate the Goods Receipt Number (or range of Numbers) to be printed and press [Run].

Whether printing singly or in batches, the Form used is determined as follows:

Using the Form register in the System module, design the Label and name it "PUR_LABEL". A sample is supplied with FirstOffice: this can be modified to suit your requirements. Full instructions for using the Form register can be found here.
Select the Stock module using the [Select Module] button in the Master Control panel.
Click the [Documents] button in the Master Control panel or select 'Documents' from the File menu. The 'Documents' list window is opened: highlight 'Purchase Labels'.
Select 'Define Document' from the Operations menu.
In the subsequent window, enter "PUR_LABEL" in the Form field of the first row (you can use 'Paste Special' to ensure the spelling is correct).
Click [Save] to save the Form definition. From now on, the Form that you have designed will be used, from the 'Documents' function and from the Operations menu item.

Operations Menu - Update Prices

This command allows you to update the Cost Prices of the Items used in the current Goods Receipt.

You should only use the function once you have saved the Goods Receipt by clicking the [Save] button in the Button Bar. It is not necessary to approve the Goods Receipt.

Selecting the function opens the dialogue box shown below. Complete it as described and click the [Run] button in the Button Bar. Price changes will then be made, as directed.

Goods Receipt: This field provides a reminder of the number of the Goods Receipt from which the changed prices are taken. It cannot be changed.
Items: Paste Special Item register; Range Reporting Alpha; Specify a particular Item (which must be one on the Goods Receipt) whose Cost Price is to be changed. If left blank, all Items on the Goods Receipt will be affected.
Item Groups: Paste Special Item Groups setting, Sales Ledger; Range Reporting Alpha; Specify a particular Item Group, the Items of which are to have their Cost Price changed. Only members of the Item Group shown on the Goods Receipt will be affected. If left blank, all Items on the Goods Receipt will be affected.

Operations Menu - Create Purchase Invoice

To raise a Purchase Invoice from a Goods Receipt, select 'Create Purchase Invoice' from the Operations menu. For the function to have any effect, you must first approve the Goods Receipt and then save it (use the [Save] button).

When you select the function, a new record will be created in the Purchase Invoice register (in the Purchase Ledger). It will be opened in a new window, entitled 'Purchase Invoice: Inspect'. This means that it has been created and saved and is being opened for amendment and approval.

The Purchase Invoice assumes that all Items on the Goods Receipt are to be invoiced. The ordered Items will be grouped together on a single row on the Invoice indicating that they are to be posted to the same Cost Account (the Purchase Control Account from the Account Usage Stock setting). If the Items on the Goods Receipt have different VAT Codes, there will be a separate row on the Invoice for each VAT Code. If you have the Purchase Orders Value Pack, the Cost Account will depend on the Purchase Order Item Transfer Control options in the Purchase Invoice Settings setting in the Purchase Ledger.

The Creditor Account will be taken from the 'Terms' card of the Customer record for the Supplier or, if this is blank, from the Account Usage P/L setting. If you have the Purchase Orders Value Pack and the Goods Receipt was created from a Purchase Order, the VAT Code on each row will be taken from the appropriate Purchase Order row. Otherwise, it will be the Purch. VAT Code from the Customer record for the Supplier or the VAT Code from the Item, the Item Group or the 'VAT' card of the Account Usage P/L setting. The value in the Calc VAT field in the footer will be calculated using the VAT Codes from each row.

If the Calculate VAT box is checked in the Purchase Invoice Settings setting in the Purchase Ledger, VAT will be calculated backwards from the overall value of the Purchase Invoice using the VAT Rate in that setting. This figure will be placed in the VAT field in the header, and may differ from that in the Calc VAT field in the footer if the Items have different VAT Codes. You will need to correct the header field before you can approve the Invoice. For this reason, it is recommended that the Calculate VAT option should only be used in countries where there is a single VAT rate.

The Amount in each Purchase Invoice row will include any extra costs from flip B of the Goods Receipt. You can change the Amount of one or more rows on the Invoice screen as appropriate. You can also add more rows.

When you have checked the Purchase Invoice, click the OK check box. This signifies that the Purchase Invoice has been approved. When you save it, associated Transactions in the Nominal Ledger will be raised (if so defined in the Sub Systems setting in the Nominal Ledger) and you will no longer be able to modify the Invoice.

Please click here for a full description of the Purchase Invoice screen.

Operations Menu - Open NL Transaction

When you approve and save a Goods Receipt, if so defined in the Sub Systems setting in the Nominal Ledger, a Nominal Ledger Transaction will be created. This function allows you to view that Transaction.

On selecting the function, the Transaction will be opened in a new window.