When you use the mass receive option, you should ensure that prices and discount codes are accurate at the time of order, as you will not be given an opportunity to alter them at time of receipt. Any changes would need to be made manually on a line by line basis.
Some receipting may be done using the Manufacturer communications options. This will vary from Franchise to Franchise, and will depend on what manufacturer interfaces have been installed.
Refer to Support for more information regarding manufacturer systems.
There are two ways in which to receipt an order that has arrived:
One is by receipting each line of the order individually as previously explained.
The other is by mass receipt using the Receive/delete option, from the Purchase Control menu.
If the Receive/delete option is to be used, it is important to establish that the paperwork supplied with the goods provides an accurate reflection of items which have not been supplied, and that the 'goods inwards' routines are well ordered.
When the order has been fully receipted, it will be necessary to edit individual lines to make any adjustments required.
To Receive/delete purchase orders :
The PURCHASE CONTROL Menu is displayed.
The Mass Receive/delete order form is displayed once you have entered your username and any associated password.
The Receive/delete order form is displayed when you take the Receive/delete order option from the PURCHASE CONTROL Menu.
To allow mass receipting, unreceipting or deleting of either a total order or a range of lines within the order:
There are four tabs on the form offering different methods of receipting orders.
Lines may be receipted by:
Order number: Enter a valid Purchase order number.
Tip: There is a search facility, activated by clicking the Ellipsis button
Start line: Enter the first line number of the purchase order to process. If left at 0 the system will start from the first line of the order.
End line: Enter the last line of the Purchase order to process. If left at 99999 then the system will process to the last line of the order. In this way if the start is left at 0 and last left at 99999 the entire order will be processed.
GRN number: Enter the Goods Received/Advice Note number.
Note: For certain suppliers a GRN Mask may have been set up. This helps ensure that only valid Goods Received Note numbers are entered. For example, a GRN Mask of A#### will only accept GRN numbers with 1 alpha character followed by 4 numeric characters ie S2435.
GRN sequence: Enter the GRN sequence. When the starting number is entered, the system will add 1 to the sequence number for each line received.
RADIO BUTTONS:
Receive: Click this button to receive all outstanding specified order lines for this order.
Unreceive: Click this button to Unreceive and therefore reverse all lines currently at Received status for this order.
Zero: Click this button to unattach all parts lines from the order selected. Reorder categories are not affected.
Note: It is not possible to 'Z'ero an order which has been verified or is already attached to an invoice header for verification.
Delete: Click this button to delete the purchase order entirely from purchase control. For purchase order lines which are part of stock orders the stock reorder category of each part affected will be amended to lowercase thus preventing further orders for these parts being generated until such time as the reorder categories are recalculated or amended manually. If the lines are backordered lines from Point of Sale the purchase order is deleted. Parts lines remain on the WIP without a change of status and the reorder category will remain at uppercase.
Warning: It is important to note that goods received in this way will take the purchase price from the cost value held against the order line at the time of receipt. In the case of non-stock lines, this may have been left at an invalid value and will make the verification of the invoice difficult.
This option should be used with great caution as the items received will immediately be posted on to stock and will be available for sale.
Items which have not been received should be placed back on order with the supplier using the Unreceive option within Purchase Control.
PUSH BUTTONS:
Process: Click this button to process the selected action for the order.
If the Receive radio button is selected two further push buttons are made available after selection of the process button.
Print cleared B/Os: Click to print a list of parts received against customer orders held within the Point of Sale module.
Print GRN: Click to print the Goods received note for the order. The report will list Purchase order number, Part number, Description, Quantity received, Total cost value, Surcharge value and a total Goods Received note value.
Tip: If the Unreceive or Zero radio button is selected only the Print cleared B/Os push button described above is offered.
Note: The value of the advice /delivery note can now be compared with the GRN print. Any difference should be rectified using the Unreceive option on the Purchase control from. The record should then be amended and re received correctly.
Exit: Select to exit to the Purchase control main menu.
Verify & Post: Select to access quick invoice verification and post.
Help: Select this help topic.
The GRN number facility is designed for use when orders are being received electronically from your supplier. If the by GRN number tab is selected, a list of GRN numbers is displayed. The list will display valid available GRN numbers for selection according to the process option selected, ie Receive or Unreceive.
RADIO BUTTONS:
Receive: Click this radio button to receive orders by GRN number.
Select the appropriate advice note from the list displayed and click the Receive push button.
Note: Only GRN numbers that are available for receiving and are at a status of "Advised" are displayed.
Unreceive: Click this radio button to unreceive orders by GRN number.
Select the appropriate advice note from the list displayed and click the Unreceive push button.
Note: Only GRN numbers that are available for unreceiving and are at a status of "Advised" are displayed.
If the Receive push button is selected two further push buttons are made available.
PUSH BUTTONS:
Print cleared B/Os: Click to print a list of parts received against customer orders held within the Point of Sale module.
Print GRN: Click to print the Goods received note for the order. The report will list Purchase order number, Part number, Description, Quantity received, Total cost value, Surcharge value and a total Goods Received note value.
Tip: If the Unreceive push button is selected only the Print cleared B/Os push button described above is offered.
Note: The value of the advice /delivery note can now be compared with the GRN print. Any difference should be rectified using the Unreceive option on the Purchase control from. The record should then be amended and re received correctly.
Exit: Select to exit to the Purchase control main menu.
Verify & Post: Select to access quick invoice verification and post.
Help: Select this help topic.
This facility is used expressly for the purpose of receiving Imported Goods in multi-currency.
Supplier: Enter a valid supplier.
Tip: If you are unsure of the Supplier select the drop down menu facility to identify it.
Note: Account numbers may be duplicated for different currencies and order types.
GRN number: Enter the Goods Received/Advice Note number.
RADIO BUTTONS:
Receive: Click to receive all outstanding specified order lines for this order.
Unreceive: Click to Unreceive, ie reverse, all lines currently at Received status for this order.
PUSH BUTTONS:
Orders on GRN: Displays all orders that have the matched selected GRN number, with line details, partno and status etc .
Print cleared B/Os: Click to print a list of parts received against customer orders held within the Point of Sale module.
Print GRN: Click to print the Goods received note for the order. The report will list Purchase order number, Part number, Description, Quantity received, Total cost value, Surcharge value and a total Goods Received note value.
Warning: It is important to note that goods received in this way will take the purchase price from the cost value held against the order line at the time of receipt. In the case of non-stock lines, this may have been left at an invalid value and will make the verification of the invoice difficult.
This option should be used with great caution as the items received will immediately be posted on to stock and will be available for sale.
Items which have not been received should be placed back on order with the supplier using the Unreceive option within Purchase Control.
Exit: Select to exit to the Purchase control main menu.
Verify & Post: Select to access quick invoice verification and post.
Help: Select this help topic.
The Invoice facility is designed for use when orders are being received electronically from your supplier. If the by Invoice number tab is selected, a list of Invoice numbers is displayed. The list will display valid available Invoice numbers for selection according to the process option selected, ie Receive or Unreceive. This tab is designed to be used in conjunction with the quick verify and post functionality.
Tip: The By Invoice tab is only available if the Quick verify priority in the purchase control system parameters is set and you have sufficient priority.
RADIO BUTTONS:
Receive: Click this radio button to receive orders by Invoice number.
Select the appropriate invoice from the list displayed and click the Receive push button.
Note: Only invoices that are available for receiving and are at a status of "Advised" and contain an "Invoice number are displayed.
Unreceive: Click this radio button to unreceive orders by invoice number.
Select the appropriate invoice from the list displayed and click the Unreceive push button.
Note: Only invoices that are available for unreceiving and are at a status of "Advised" are displayed.
If the Receive push button is selected two further push buttons are made available.
PUSH BUTTONS:
Print cleared B/Os: Click to print a list of parts received against customer orders held within the Point of Sale module.
Print GRN: Click to print the Goods received note for the order. The report will list Purchase order number, Part number, Description, Quantity received, Total cost value, Surcharge value and a total Goods Received note value.
Tip: If the Unreceive push button is selected only the Print cleared B/Os push button described above is offered.
Note: The value of the advice / delivery note or invoice can now be compared with the GRN print. Any difference should be rectified using the Unreceive option on the Purchase control from. The record should then be amended and re received correctly.
Exit: Select to exit to the Purchase control main menu.
Verify & Post: Select to access quick invoice verification and post.
Help: Select this help topic.
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