With this function you record the cost calculations, receive items into stock and recording the receivings that affect the business result or the condition of the company outwards. This document changes the stock condition and causes the dues to supplier.
Like with all other operations, when you would like to receive goods with a document, you must first select a document type. Choose a document type from document types that have been entered in the Document Types settings.
I. Open a New Record
Click the new record button in the taskbar of the document. This will open a blank form, where new information can be entered.
a. Receiving documents based on orders
If you are receiving goods on the basis of an order that has already been created, you can save considerable time and effort by clicking the Add button in the Lines section of the receiving document and simply copying the order to the receiving document.
The program will transfer all information in the order to the receiving document. Once you've added the desired order, you're ready to move on to step 2. – payment
b. Creating a New Document
1. Enter information about the supplier
If a supplier is already entered in the Subjects register, all you have to do is enter them (by selecting their ID or name). If a supplier is not in the Subjects register, they must be added before they can be used in a receiving document. To do this, simply click the new record button in the panel for entering a supplier. This will open a blank form in the Subjects register where you can enter a new supplier.
If the supplier differs from the person physically sending the goods (for example), enter the supplier as the primary party (supplier) and the sender as the third party (sender).
2. Enter the Due date, Currency, and Delivery and payment terms.
If these have already been entered as default values for a subject in the Subjects register and the subject is selected in the document, they will be entered automatically.
3. Enter lines in the document
a. ID and name of the item
Enter or select the items that you are receiving. You can enter items in the lines or select them from a look-up list based on:
Fields for an item's ID and name are connected: you can select the desired item either by ID or by name, and the missing information (the ID field if you entered the item's name or the Name field if you entered the item's ID) will be filled in automatically by the program.
In the above illustration, the default settings for the look-up list are shown. The Find Item settings, which can be found at Settings | Program | Administration Panel | Settings | Program Parameters | Items | Find Item, are used to specify which information will appear in the look-up list for selecting items.
You can also change an item's name in the document. This way, you can supplement a generic item ID (for example SRVCE) with a full description (for example, shoe shine with pro-forma invoice 3456/00).
Data on received quantities can also be read using a bar code scanner!
b. Received quantity
For each line, enter the quantity that you would like to receive with the receiving document that you are creating.
c. Serial Numbers
If the item that you are receiving with a line is tracked by serial numbers, you must also select serial numbers from stock.
d. Other Information
Other information will be entered in the line automatically by the program. It can be changed if necessary.
e. Move to the next line
Move to the next line using the down cursor key. When you do this, you will both update and save the line you have just entered and move to a blank line where you can enter another item.
II. Payment in Cash
Payments in cash are recorded when the supplier is paid in cash.
Go to the Cash tab and click the Payment button.
When you do this the program will open the cash disbursement that it has created. The receipt can be printed if needed. For a detailed description of cash register operations, see the help topic on the Cash Register module.
III. Reports
You can also print the receiving document in the form of an invoice, receiving slip, or detailed receiving slip. You can also add your own customized reports to each of these predefined report types.
The easiest way to see which reports are available is to click on the print 
button in the taskbar.
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The fastest way to create an invoice is directly from a purchase order! Every order can be used as a template for creating a document for the receiving of goods. |