Converting Quarry Tickets into Goods Receipts and Posting Them as Accrued Costs

OBJECTIVE

Over the course of a project, or to increase the inventory of a product that will eventually be resold, it may be necessary to order quarry material from an external supplier. In that situation, the tickets created at the delivery must reference the order. Thanks to its multiple features, maestro* allows users to not only link a quarry ticket to an order, but to also convert it into a receipt of goods and quickly transfer the related costs to accrued charges. Once the invoice is received, the expense is created and the accrued charges are reversed.

The process consists of five steps, each one executed in a separate module:

1. Creating a stock order related or not to a project, depending on the needs;
2. Entering quarry tickets;
3. Converting tickets into a goods receipt and associating them with the stock order;
4. Transferring costs into accrued costs;
5. Entering the invoice, associating with the order, creating the expense and reversing accrued costs.

There are many advantages to this method; for instance, incurred project costs can be analyzed without necessarily having all invoices on hand.

In order to transfer the costs into accrual charges during step 4, it is essential to modify the appropriate Configuration before creating the stock order with catalogue. If the required settings are not set up at the beginning of the process, it will not be possible to incur the accrual charges to the project.

 

PREREQUISITES

• Configuration (Purchasing – specifically, Receipt of Goods)
• Catalogue Management
• Supplier Management
• Project Management
• Configuration (Quarry tickets)
• Define Trucks
• Zone Management
• Stock Order from Catalogue
• Receipt of Goods

 

Summary

Modifying the Configuration – Receipt of Goods is not part of the process in itself. It is however a major prerequisite, and as such, the procedure is described below.

1. Modifying Configuration – Purchasing – Receipt of Goods
2. Creating a project-related stock order
3. Entering quarry tickets
4. Converting tickets into a goods receipt
5. Transferring costs into accrued costs
6. Receiving the invoice

 

Modifying Configuration – Purchasing – Receipt of Goods

As mentioned above, modifying the settings in the Configuration is a key element in transferring costs into accrued charges:

maestro* > Purchasing > Maintenance > Purchasing > Configuration > Receipt of Goods

1. In the Accrued charges section, complete the required information:

Field	Action
Accrual Accounting	Indicate if and how accrued charges postings will be made. Three choices are available: None Orders and return of merchandise Orders only NOTE: Click the button to enter specific values for each company. Only applies to the multi-dimensional mode.
Each invoice must be linked to a receipt of goods	Check this box to force a link between a receipt of goods and an invoice.
Accrual Allocation
Project-Activity-Group	Identify the project, activity and group used to post the accrued charges for the material ordered directly for a project, without going through the inventory.
Stock Allocation
Project-Activity-Group	Identify the project, activity and group used to post the accrued charges for the material ordered for the inventory.

2. Click on Save to save the settings.
3. Click on Quit.

 

Creating a project-related stock order

When an order is linked to material for which tickets are created, the appropriate option to use is the Stock Order from Catalogue because those tickets must be associated to catalogue items.

A product can be entered several in an order, for instance, if it needs to be posted to separate activities.

 

Entering quarry tickets

The Ticket Entry – Costing option allows users to manually enter payable tickets from suppliers. The material’s product code as well as all relevant details must be entered.

maestro* > Tickets > Quarry Tickets > Processing > Ticket Entry - Costing

1. In the Ticket Entry – Costing window, check the No internal use box.

The No internal use box deactivates the Source field, ensuring that only payable tickets are entered.

2. In the Default Values section, complete the information below:

Field	Action
Project-#	Input the project number for which the raw material is delivered.
RM Supplier	Enter the supplier of the raw material to facilitate searching for the order. NOTE: Do not confuse the RM Supplier (raw material) with the TR Supplier (transport). By entering the number of the raw material order, the supplier code indicated on the order will be automatically displayed here.
RM P.O.	Indicate the order linked to the raw material delivery. NOTE: By entering the number of the raw material order, the supplier code indicated on the order will be automatically displayed in the RM Supplier field.

3. Under the Breakdown tab, enter the required information:

Field	Action
Ticket No.	Enter the ticket number for this delivery.
Project-#	Indicate the project number. NOTE: The project number should be automatically displayed if it was entered in the Default Values. The project number is required even if the material has been ordered to stock the inventory. Maestro* will make the distinction when creating the receipt of goods transaction.
Product Code	Input the code of the delivered product.
RM Supplier	Maestro* displays the supplier code. NOTE: The supplier number should be automatically displayed if it was entered in the Default Values.
Material Activity	Enter the code of the activity linked to the project. NOTE: The activity code is required even if the material has been ordered to stock the inventory. Maestro* will make the distinction when creating the receipt of goods transaction.
Quantity	Indicate the quantity of raw material received.

4. Repeat step 3 on the following line for each delivery.
5. Click on Save.
   An Information window displays the following message “Ticket saved Ticket No.: XXX”.
6. Click on OK.
7. Click on Quit.

 

Converting tickets into goods receipt

After the delivery and the quarry ticket entry comes the receipts of goods for the raw material. With the Reconciliation of Receipts option, maestro* combines tickets with the relevant order, allows users to choose the proper order line. The receipt of good sis then created when the tickets are converted.

maestro* > Tickets > Quarry Tickets > Processing > Reconciliation of Receipts

1. In the Reconciliation of Receipts window, complete the fields below:

Field	Action
Supplier	Enter the raw material supplier to make searching for the tickets easier. NOTE: By entering the order number, the supplier code indicated in the order will be automatically displayed here.
Project	Input the project number for which the tickets have been created.
Date	Define the time frame corresponding to the period during which the tickets have been created.
Order	Indicate the number of the order for which a receipt of goods must be made. NOTE: By entering the order number, the supplier code indicated in the order will be automatically displayed in the Supplier field.
Delivery No	Specify the number of the delivery which corresponds to the receipt of goods that will be created.

2. In the grid, complete the required information:

Field	Action
Transfer	Check the boxes of the tickets that need to be converted into a receipt of goods.
Order No.	Maestro* displays the number of the order.
Order Line No.	Select the number of the order line to which the ticket must be linked. NOTE: By default, the ticket is linked to the first line of the order on which the product’s catalogue code is indicated. However, if the same product code appears more than once in the order, for instance if it is allocated to separate project activities, each line will appear in the dropdown list. It is therefore important to choose the appropriate line.
Ticket No.	Maestro* displays the corresponding ticket number.
Date	Maestro* displays the ticket’s date.
Product Code	Maestro* displays the code of the product for which the ticket was created.
Description	Maestro* displays the description of this product.
Vehicle No. Tr	Maestro* displays the number of the truck that transported the material.
KM	Maestro* displays number of kilometers travelled by the truck from its starting point to the delivery point.
Quantity	Maestro* displays the quantity of the product that was delivered.
UP	Maestro* displays the unit price as indicated on the ticket.
Time	Maestro* displays how many hours were required to make the delivery, from the moment the truck left to when it arrived.
HR	Maestro* displays the hourly rate used to invoice the material delivery.
Amount	Maestro* displays the total value of the product as indicated on the ticket.
Project	Maestro* displays the number of the project to which the ticket is linked.
Activity	Maestro* displays the activity to which the ticket is linked.
Group	Maestro* displays the group to which the ticket is linked.

3. Click on Apply.
   A Confirmation window displays the following message “Would you like to do a receipt of goods for order XXX?”.
4. Click on Yes.
   An Information window displays the following message “Receipt of goods completed”.
5. Click on OK.
6. Click on Quit.

After the conversion into a receipt of goods is completed, the tickets are identified as “invoiced” by maestro*. The invoice for these tickets will eventually be entered in the Purchasing module, using the Purchase Order Invoicing option linked to the stock orders with catalogue, and not in the Tickets module.

 

Transferring costs into accrued costs

The receipt of goods is done, but the costs have not yet been allocated to the project. The transfer is processed using the Receipt of goods option.

As explained at the beginning of the document, the Configuration – Receipt of Goods settings must be modified before creating the order to ensure the costs can be transferred into accrued charges.

 

maestro* > Purchasing > Purchasing > Purchase Order > Receipt of Goods

1. In the Receipt of Goods window, double-click on the line corresponding to the receipt of goods that must be transferred.
2. Verify and transfer the receipt transaction.
   Once the information is processed, a Maestro Report Viewer window is displayed presenting the TransactionTransfer report with a description of the project entry accruals.
3. Click on Close to exit the viewer.
4. Click on Quit to exit the window.

 

Receiving the invoice

The accrued charges are reversed during the last step of the process, with the reception of the invoice posting the final expense to the project.

maestro* > Purchasing > Purchasing > Purchase Order > Invoicing

1. In the Purchase Order Invoicing window, under the Order to Invoice tab, enter the corresponding number in the Order field.
2. In the Receipts related to this order section, check the Select box of the lines that correspond to the relevant receipts for this invoice.
3. Click on the Accept button.
   The Invoicing of Catalogue Orders window displays all the information pertaining to the order, including the receipts of goods.
4. In the Order section, enter the appropriate number in the Invoice No.
5. Click on Save to confirm the entry of the invoice.
   Details of the transaction are displayed at the top of the window, in the Summary of non-transferred transactions section.
6. Verify and transfer the transaction.
   Once the information has been processed, a Maestro Report Viewer window displays the Transaction Transfer report, which provides a description of the order invoicing as well as details of the project or inventory entry accruals.
7. Click on Close to exit the viewer.
8. Click on Quit to exit the window.

 

Formerly, How-to no. 24

Last modification: December 20, 2024