Confirm goods received

How to

Confirm goods received

Confirming goods as received can be carried out by several people at the same time, provided they are not recording goods received for the same supplier.

Open: Purchase Order Processing > Order Processing > Goods Received/Despatched > Confirm Goods Received.

Select a supplier account from the list.

Any outstanding orders for the account are displayed.

Additional lines are shown for Service/Labour stock item and Free Text lines if:
- You entered Service/Labour stock item and Free Text lines on any of the supplier's orders.
- You selected Confirm with Goods Received as the confirmation method.
  
  Note: You can set a default confirmation method on the Order Processing tab in Purchase Order Processing Settings. You can select a different confirmation method on the order line if required.
Enter the supplier's delivery Reference.
Accept or amend the displayed goods received Date.
Enter a Narrative(optional).
Select whether to show the internal stock code or the supplier stock code for the items on order.
If you want to identify any direct delivery goods that may have been delivered to the Warehouse in error, select the Display order lines marked for direct delivery check box. The additional order lines intended for direct delivery cannot be amended here.
By default a label will be generated for the listed goods. Clear the Print labels check box to prevent the labels from being printed.
To search for an order in the list, select Find. Use View Order to display the purchase order details.
If you are using multiple locations, click the Warehouse column for an order and select the required warehouse and bin location to receive goods into.
- You can create a new bin if required by clicking New Bin.
- You can't change the warehouse for a free text item.

For each item to receive, select the check box to the left of the item.

The quantity received values are blank automatically.

You can receive all or part of the goods:

To receive the entire quantity, click Receive Selected.
To receive part, enter the Qty Received value.

Note: If an item has not been authorised and you have not chosen to allow processing of unauthorised purchase orders on the Order Processing tab of the POP settings, the order line will be displayed but you will not be able to select it.

The icons to the left of the Order No indicate whether the items can be received automatically or not, and also, whether they have already been received. Items highlighted in yellow are traceable items.

The received icons

Can be auto received.

Select the check box of the items that you want to receive goods for or click Select All to select all check boxes for orders that can be automatically received.

Click Receive Selected to automatically receive all selected items. The full outstanding quantity for the selected items is received.

Note: You can part receive outstanding items by entering the quantity manually into the Qty Received column. Clicking Receive Selected will receive only the entered quantity for those items. If you are using traceability, and an item is set to capture serial/batch numbers manually then you must enter the receipt quantity manually.

Cannot be auto received.

Enter the quantity (expressed in the buying unit for the item) into the Qty Received column.

The order quantity has already been received.

To record an invoice during the receipt of goods, select the Record Invoice check box.
To allocate a purchase order that isn't linked to a sales order, select the Allocate check box. You can view and amend the allocations when you click Save to confirm receipt.

Tip: You can also allocate later using Sales Orders > Processing > Amend Allocations.

Note: For back-to-back orders, you don't need to select Allocate as the purchase order will be automatically allocated to the sales order.
To add file attachments for a goods received note (GRN), select Attach Documents. You can add file attachments when you click Save to confirm receipt. See Scan and attach documents.
To confirm receipt, click Save.
- If you have chosen to Allocate a purchase order that isn't linked to a sales order, you can view and amend allocations on the Allocate Goods Received screen that's displayed.
- If you have chosen to Attach Documents, you can add file attachments on the Scan and attach documents screen that's displayed.
If items are set to record batch or serial numbers during goods in, and you are receiving a quantity of batch or serial numbered items, assign the batch or serial numbers.
To assign the batch or serial numbers
1. Enter the batch/serial number and additional information, if applicable for each item.
2. Batch item only: enter the batch quantity expressed in the item's buying unit.
3. Click OK.
If there are sales orders linked to the item and the quantity received is less than that expected another window is displayed for you to allocate the received quantity to the sales orders.

The Qty Outstanding column represents the amount of goods the customer is still expecting. It does not take into account goods on order or goods stored in the warehouse.
1. Select a linked sales order from those displayed and enter the quantity (expressed in the buying unit of the item) you want to allocate to the order in the New Allocation column. The From Receipt value is updated for you.
2. Continue to select linked sales orders and allocate the quantity received.
3. Click OK. The Linked Sales Order Allocation window closes and you return to the confirm goods received window.

Useful info

About confirming goods received

This activity records the receipt of purchased goods of an item type stock or miscellaneous. You can also use this activity to record the receipt of free text order lines if you have chosen Confirm with Goods Received on Order Processing tab for the POP settings.

You can record goods as received against orders marked on hold. Such orders are displayed indicating their current status. However, you cannot record goods as received for a supplier account that is on hold.

To display the quantity of goods expected from the supplier during goods received, select Display outstanding order quantities during goods received entry from the Document Numbering tab of the POP settings.

Over receiving goods

Where the quantity of goods received differs from that ordered, issues do arise. If the quantity of goods received exceeds the order quantity, e.g. you ordered 10 and received 12, then the extra quantity can be recorded. If the goods are over-received for an order that requires authorisation, a notification message is sent to the originator of the purchase order.

Receiving different goods

If you received additional goods that are not on the purchase order, you can either:

Amend the order then record the goods as received.
Add the additional items into stock using the Stock Control module.

Receiving goods for linked (back-to-back) sales orders

Where the goods have been purchased to satisfy a sales order as a result of the From Supplier Via Stock or Direct To Customer fulfilment option being used, a link exists between the purchase order and the sales order. Please note the following when dealing with such orders.

The received goods are automatically allocated to the linked sales order.
Where the quantity of goods received is lower than the purchase quantity, the system checks if the goods are required to satisfy more than one sales order. If so, you are prompted to allocate the quantity received between the sales orders.

Receiving goods into different locations

Generally, goods are recorded into the warehouse that is specified on the original order. You can record goods into a warehouse that differs from that displayed for the item, provided the item is not linked to a sales order. If you are using multiple locations you can record goods into several warehouses during this activity or into one warehouse. To assist in recording goods into one warehouse, you can specify a default warehouse.

Recording batch/serial numbered items in (goods received)

Use this if you have chosen to record batch/serial numbers for your traceable items when goods are received on the Options tab of the Stock Control settings.

You must enter the numbers manually for each item. If you are dealing with serial numbered items, provided the first number entered is numeric, you can generate subsequent serial numbers quickly to record the items into stock. The system increments the first serial number avoiding any serial numbers already existing in your system.

As you record batch/serial numbers, the system checks for duplicate numbers and displays warnings when a duplicate number is found. You can only record duplicate numbers if an item is set to allow duplicates. If a duplicate batch number is found, you can add the quantity to the existing batch.

When you do not record batch/serial numbers during goods in, the items are marked as unassigned. You cannot issue or despatch unassigned items but you can allocate them in Stock Control or Sales Order Processing or record them as returned to supplier. You must record the numbers for the unassigned items, using the Assign Batch/Serial Nos option in Stock Control.

There is a sequence in use of goods received.

If items have been purchased to satisfy linked sales orders, then the requirements of these sales orders are met first.

If items have been purchased to satisfy linked sales orders and the item set to sell from a single batch, the batch quantity must satisfy the required sales order quantity. If it does not, the linked sales order is put on hold.
If there are items left after satisfying linked sales orders, the quantity received is used to resolve pre receipts for the item. These are a result of over allocating an item.
If there is any stock remaining after resolving pre receipts, then the item's free stock level is increased.

Can I print a GRN?

You can't print individual GRNs but you can see the GRNs via the Deliveries report (Purchase Order Processing > Reports > Status > Deliveries).

Outcomes of receiving goods

Recording goods as received results in:

A Goods Received Note (GRN) number is assigned to all items that have been confirmed as received.
Goods are allocated to sales orders, if the goods have been purchased to satisfy such orders.
An increase in the stock level for each item received.
The order line is updated to indicate the item has been received.
Where the quantity received exceeds the expected quantity the additional amount is added to the purchase order.
A stored movement history, provided your system is set to store this information.
For each item recorded as received the quantity on order from the supplier is reduced.
The prices are updated if the Allow prices to be updated when goods are received options have been selected in the POP settings.