Consolidated receiving documents are used to compile internal receiving documents with which you have received goods and materials at a warehouse. They are of a financial nature, meaning that they figure into tax records, are entered in the general ledger, and create obligations to suppliers.

In practice it often happens that in a particular period you receive several packing slips from a supplier, or enter several Internal Receiving documents in the program. On the basis of these the supplier later sends a purchase invoice. All you have to do is enter a consolidated invoice, or consolidated receiving document, in the program. Internal and consolidated documents form a whole, that is, consolidated documents are the logical result of internal documents. 

Collective receiving documents are essentially the same as Receiving Documents. They can be created by Adding internal receipts.

1. Document Type

First select the type of document you wish to use to create a collective receiving document. In the Goods menu (Goods | Receiving | Consolidated), select or click on the desired document.

You can also choose a document by clicking on a shortcut - the icon can be found in the toolbar.

2. Creating a Consolidated Receiving Document

Example: You receive a shipment from Supplier and Sons on 4.2.2010. This is entered in the program as an internal receipt. On 4.2.2010 you receive another shipment from the same supplier. On 12.2.2010 you receive an invoice from the supplier for both shipments. This will be entered in the program as a consolidated receiving document.

A consolidated receiving document is created by adding internal receipts.

2.1. Creating a New Record

Open a new record and enter the supplier and third party, dates, and other information in the document header (see Creating Receiving Documents). In this case it is not necessary to enter a warehouse, as you will not be receiving goods and materials at a warehouse through this document. Nonetheless, set a default warehouse in the Document Types settings.

2.2. Adding Internal Documents

When you click on the Add button, a window for adding internal receiving documents will open (see Adding Packing Slips):

When you click on the Select button, internal receipts that have yet to be invoiced will appear in the lower panel. If a supplier or third party has not been selected in the document header, all internal receipts that have yet to be invoiced will appear in the lower panel. If a supplier has been selected, only internal receipts from this supplier will appear.

In the Transfer box, select whether you would like to group similar items in a single line or to use as many lines as in the internal receiving documents.

The documents you would like to add to the collective receiving document can selected by checking the box. By clicking on the Add button, you will add the packing slips you have selected to the consolidated receiving document. Once the window for adding packing slips is closed, your consolidated receiving document will be created.

3. Transfer - Summary by Items

The program will group (summarize) individual items of the same item.

4. Transfer - Detailed by Packing Slips

The detailed method will make a line for every line of the internal receiving document.

General Functions:

• Internal Receiving
• Consolidated Receiving
• Adding Receiving Slips
• Calculating the Receipt of a Consolidated Invoice.

Related Topics:

• Creating Receiving Documents
• Internal Receiving