Creating a receiving document (goods)

The module Goods | Receiving allows you to manage invoices received for goods and materials as well as invoices for expenses and fixed assets. Ideally, invoices should be separated into these three categories, defined as separate document types and then tracked in a uniform way.

HINT For more information on receiving, see the chapter Receiving document.

The process of creating a document for receiving goods will be illustrated using the example of the fictional company Tecta. This process comes after the purchase order process and includes activities from selecting the relevant document type to printing the completed document.

CASE SUMMARY Pat Purchase, Head of Purchasing at Tecta, wants to create a receiving document for goods received from the supplier Tent Goods. He wants to create the document from a purchase order issued to the supplier. This is done as follows: Selecting the appropriate document type Creating a new receiving document from a purchase order Checking data in the receiving document header Checking item lines in the receiving document Checking receiving document values and adding a note Printing the receiving document

1. Selecting the appropriate document type

The Document types (business document types) are very important, because they condition the behavior of the program and determine all the actions that can be performed and used in the program. This also applies to the documents for receiving goods.

To start creating a new document for receiving goods, the person responsible must first select the appropriate document type for Receiving goods.

For this purpose, the document type 1000 - Purchase - Materials warehouse is selected from the menu Goods | Receiving | Document.

HINT The issue type Document affects both goods movement and cash flow, whereas the issue type Internal only affects the goods movement and the issue type Collective only the cash flow. There are also issuing documents for POS and Prepayment.

The person responsible then creates the new receiving document.

2. Creating a new receiving document from a purchase order

The person responsible wants to create a receiving document for the goods received from the supplier Tent Goods.

The goods received are identical to the goods ordered, so the person responsible decides to create a receiving document from the purchase order document that has already been created.

HINT If the goods were to be received from multiple purchase orders, you would choose to create a receiving document by adding.

For this purpose, the person responsible firsts open the relevant purchase order 22-0200-000002.

Then, the person responsible clicks the toolbar button (Create) to open the window for creating a new document.

From the drop-down list, the person responsible selects the document 1000 and clicks the button Create document.

HINT For instructions on how to manually create a new receiving document without adding, see the chapter Creating receiving documents.

The window Adding statistics opens showing the newly created receiving document 22-1000-000007.

The person responsible then checks the data entered into the document header.

3. Checking data in the receiving document header

The data on Supplier, Carrier and Linked documents has been transferred from the selected purchase order to the header of the newly created document for receiving goods.

The remaining data in the document header is automatically transferred from the Subjects register.

The person responsible then checks the document item lines.

4. Checking item lines in the receiving document

The desired items, quantities and the receiving warehouse were transferred from the purchase order to the item lines of the receiving document.

The prices for the ordered items, specifically supplier's prices, which can be accessed in the tab Costing/pricing, are transferred from the Items register.

If the quantity or purchase price of the goods received differs from the values recorded in the purchase order, the person responsible manually corrects the figures in the columns Quantity or Price in currency.

The tab Links displays the link to the purchase order from which the receiving document was created.

The person responsible checks the values and notes on the document.

5. Checking receiving document values and adding a note

In the value bar, the person responsible checks the total value of the receiving document, the value of the VAT and the value of potential discount.

The order value is appropriate.

The Note has been automatically transferred from the purchase order and the purchase order number has been added to the note.

The person responsible then prints the document.

6. Printing the receiving document

To easily visualize the created receiving document, the person responsible prints it.

This is done by clicking the button Receiving slip in the value bar.

Because the person responsible also wants to specify the format of the receiving document report, the person responsible right-clicks the above button and selects the type 226 - Receiving slip from the list.

This opens a preview of the desired receiving document report. The person responsible then clicks the toolbar button (Print) to print the document for review. Report types Detailed receiving slip and Costing are also available.

This completes the process of creating the document for receiving goods.