Receipt of Goods

OBJECTIVE

The Receipt of Goods function is used to enter quantities received associated with a Stock Order from Catalogue into maestro*. The inventory is adjusted when transferring transactions.

Accounting entries for accrued charges can be generated when the transaction is transferred. To correctly manage accrued charges, special settings are required in Configuration. A temporary accounting entry is generated when the receipt of goods is transferred to post the costs. This accounting entry is reversed when the order is invoiced. In the receiving and invoicing procedure, the user can include certain expenses (such as customs, transportation, etc.) that will be invoiced separately, but that must be included in the average costs of inventory or in costs posted to projects. Check the Calculating an average cost including landing cost How to document for more information on this topic.

 

PREREQUISITES

• Stock Order from Catalogue
• Configuration

 

ICONS

Receipt of Goods Icons

Selection of transaction window icons Icon Title Used to Create a transaction from a scanned document Allows the creation of a transaction from a previously scanned document. Accept and enter the items by barcode Access the Entry of items by bar code window in order to enter items received with the help of a bar code reader. For more information on this option, consult the Entering Items Using Bar Codes topic. Print (CTRL+P) Print the goods receipt form. With the icon’s dropdown menu, it is also possible to access other printing options. Pending Transactions Display the Receipt of Goods Pending Transaction’s contents grid. For more information, consult the Create a Purchase Order Invoicing from a Pending Transaction section. Order Inquiry Access the Purchase Order Details screen and display information related to the selected order. Configuration Configure the orders and requisitions to display on screen.   Secondary window icons Icon Title Used to Display order detail Access Purchase Order Details and display the information related to the order selected. Inventory Inquiry Access Inventory Inquiry. For more information on this option, consult the Catalogue Inquiry topic. Call Inquiry Access Call Inquiry. For more information on this option, consult the Service Call Inquiry topic. Reverse this Entry Reverse a transferred goods receipt. A new transaction is generated and it contains the same data as the original receipt, except for the quantities which are negative. The proposed date is of the transaction, and it is possible to change it. Entry of items by bar code Access Entry of items by bar code in order to enter the items received using a bar code reader. For more information on this option, consult the Entering Items Using Bar Codes how-to. Configuration Configure how the discount must be applied and the number of lines to display by default in the breakdown grid. Only the non-self-explanatory icons or those with special features are defined in the table below.

 

Summary

• Create a receipt of goods transaction for a stock order
• Add a new receipt of goods for a stock order
  • Add items to the receipt of goods from a kit
  • Configure the receipt of goods
• Create a transaction from a scanned document
• Create a receipt of goods from a pending transaction

 

Steps

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

 

Create a receipt of goods

1. Select or enter the stock order from catalogue number.

If the order number is preceded by zeroes, the user is not required to enter all of the zeroes. Maestro* adds them automatically. For example, if the user enters the value of 16, maestro* displays order number 0000000016.

2. Click Accept.
3. The Receipt of Goods window appears.

The available information is from the selected order.

 

Add a new transaction

1. Click New or press F5.
2. Enter the required information:

Only fields that can be modified are identified in the table below. The other fields available in this screen are for information purposes only. It is possible to view closed items on an order by checking Display Closed Items.

 

Field	Description
Date	Date of the receipt of goods transaction. By default, maestro* suggests the work date. NOTE: To not display a default date, simply go to the Configuration – Purchasingand check the Accounting Date blank by default box.This checkbox is available in the Receipt of Goods section.
Supplier	Code and name of the supplier.
Delivery No.	Number that identifies the supplier's order delivery.
Actual Delivery Date	Actual delivery date. Maestro* enters by default the delivery date indicated in the order, if applicable. NOTE: It is possible to make the delivery date mandatory, by activating The ‘Actual Delivery Date’ field is mandatory for a Receipt of Goods field. This checkbox is available in the Configuration – Purchasing, under the Receipt of Goods section.
Next Delivery	Next delivery date for informational purposes only. When the goods receipt is saved, maestro* updates the delivery date in the order to then inform the user of the next delivery.
Status	Status of the Receipt of Goods transaction. Available statuses are: Entered and Confirmed. NOTES:This field is only displayed if the Daily Entry or Workflow option is installed. If the transaction is managed by the Workflow Management, the status must be Confirmed to transfer the Receipt of Goods. Transactions from the Daily Entry are created with an Entered status and must be changed to a Confirmed status manually before they can be transferred.

3. Enter the required information in the Breakdown tab:

If the order is Open: the order's lines are displayed even if the whole quantity has been received; no validation message is displayed if we enter a quantity greater than the ordered quantity; the software can display a quantity to receive of zero if we previously received more than the ordered quantity; the software allows creating a receipt of goods even if all quantities have been received.

 

Field	Description
Inventory Code	Inventory code from Catalogue Management. NOTE: It is possible to enter a non-inventory item (for which there is no code in Catalogue Management) if preceded by an exclamation mark (!).
Description	Description of the item.
Manufacturer Name	Indicates the item's manufacturer's name entered in the Manufacturer field of the Catalogue Management option. NOTE: It is impossible to modify this information from this window.
Manufacturer's Part Number	Indicates the manufacturer's part number entered in the Manuf. Part No. field of the Catalogue Management option. NOTE: It is impossible to modify this information from this window.
Supplier’s Part Number	Item part number as determined by the supplier. NOTES: Maestro* checks if one of the part’s four suppliers matches the order’s supplier. If it does, the part number entered in the catalogue for that supplier is displayed. The part number is displayed as read-only and cannot be modified.
Required Document	Indicates that a document needs to be joined to the item at its reception. This information is from Catalogue Management.
Unit	Conversion unit. NOTE: The unit varies based on the factor entered in the item in the Catalogue Management option.
Site	Site on which the item will be stored.
Location	Actual location in which the item will be stored.
Characteristics	Item characteristics.
Identification	Item identification.
Reservation No	Reservation number.
Project	Displays the project for which the item was ordered.
Activity	Displays the activity for which the item was ordered, for information purposes.
Group	Displays the group for which the item was ordered, for information purposes.
Part Number	Displays the supplier's part number.
O/S Qty (Inv.)	Displays the quantity of the ordered item, on this order, based on the inventory unit. NOTES: For items whose elements are managed as a Technical Batch, when entering an O/S inventory quantity, the supplier quantity is automatically calculated based on the unit and factor specified in Catalogue Management. For items whose elements are not managed as a Technical Batch, the inventory quantity is not recalculated when the supplier quantity is changed.
Inventory Unit	Unit of measure associated with the inventory in Catalogue Management.
O/S Qty (Suppl.)	Displays the quantity of the ordered item, on this order, based on the supplier unit.
Supplier Unit	Unit of measure associated with the supplier in Catalogue Management.
Invt. Rcpt.	Quantity received based on the inventory unit on this order.
Suppl. Rcpt.	Quantity received based on the supplier unit on this order. NOTE: The user cannot enter a negative quantity greater than the quantity already received.
U.P. (Invt)	Displays the unit price based on the inventory unit.
U.P. (Suppl.)	Displays the unit price based on the supplier unit.
Disc%	Displays the discount percentage on the order.
Closed	If the box is checked, it indicates that the line has been closed. NOTE: The line is closed automatically when the delivered quantity is equal to the remaining ordered quantity.
Next Delivery	Item delivery date. NOTE: By default, maestro* enters the delivery date specified on the order, if applicable.
Item#	Line number on the order.
Call Number	Service call number associated with the order. NOTE: By default, maestro* enters the number from the order, but it can be changed.
Long Description	Displays the long description entered on the order.
Tx 1	Tax code applicable. NOTE: To find out the source of the applicable code and tax rate, refer to the Reading tax codes in maestro*Reading tax codes in maestro* how-to.
Tx 2	Tax code applicable. NOTE: To find out the source of the applicable code and tax rate, refer to the Reading tax codes in maestro* how-to.

4. Enter the required information in the Add Item tab:

The price displayed for the items added is determined based on the following rules: If the item added is on the current order, maestro* displays the price specified on the order. If the item is not on the order, maestro* determines the price based on the Unit price selection for orders setting. This setting is available in Configuration – Purchasing, Stock Order from Catalogue section. The price suggested by maestro* can be changed unless the User cannot change the U.P. or item amounts in inventory transactions setting is checked. This setting is available in Security Management, Access Restrictions tab, General – Miscellaneous section. Items added here will be added to the original order once transferred. They will be identified in the Added Item column. These items will not be included in the costs of the project. The project, activity and group must not be the same as the project, activity or group for the inventory defined in Configuration for inventory, otherwise it will be impossible to save the transaction. This setting is available in Configuration – Purchasing, Inventory section. Taxes are calculated according to the priority defined in Reading tax codes in maestro*.

 

Field	Description
Inventory Code	Inventory code from Catalogue Management. If the item is a kit, see section Add items to the receipt of goods from a kit. NOTE: The user can enter a non-inventory item (for which there is no code in Catalogue Management) if preceded by an exclamation mark (!).
Description	Displays the first line of the item description. NOTE: This column can be edited.
Additional Description	Didsplays the second and third lines of the item description. NOTE: This column cannot be edited.
Supplier’s Part Number	Item part number as determined by the supplier. NOTES: Maestro* checks if one of the part’s four suppliers matches the order’s supplier. If it does, the part number entered in the catalogue for that supplier is displayed. The part number is displayed as read-only and cannot be modified.
Required Document	Indicates that a document needs to be joined to the item at its reception. This information is from Catalogue Management.
Company	Name of the expense company. NOTE: Available in multidimensional mode only.
Unit	Conversion unit. NOTE: The unit varies based on the factor entered in the item in the Catalogue Management option.
Site	Site on which the item will be stored.
Location	Actual location in which the item will be stored.
Characteristic	Item characteristic.
Identification	Item identification.
Reservation No.	Reservation number. NOTE: This number can be entered manually by the user.
Qty (Inv.)	Quantity received based on the inventory unit.
Qty (Suppl.)	Quantity received based on the supplier's unit.
U.P.(Invt)	Unit price based on the inventory unit. NOTE: The user can enter a unit price for the non-inventory items.
U.P. (Suppl.)	Unit price based on the supplier unit. NOTE: The user can enter a unit price for the non-inventory items.
% Disc	Discount percentage. NOTES: If a percentage is defined in Define Supplier Pricing, it is entered automatically. The user can decide whether to apply the discount percentage or not. Clicking the Configuration icon in this screen allows the user to define how the discount percentage should be applied: Always apply discounts. Confirm before applying discounts. In this case, the user decides whether or not the discount is applied. Never apply discounts. In this mode, no discount will be calculated. This setting is user-based and also applies to the Stock Order from Catalogue option. If any of the settings are changed, they will be applied in both options.
Project	Determines which project the expense affects for each breakdown line.
Activity	Determines which activity the expense affects for each breakdown line.
Group	Determines which group the expense affects for each breakdown line.
Call Number	Service call number associated with the received item.
Tx 1	Tax code applicable. NOTE: To find out the source of the applicable code and tax rate, refer to the help on Reading tax codes in maestro*.
Tx 2	Tax code applicable. NOTE: To find out the source of the applicable code and tax rate, refer to the help on Reading tax codes in maestro*.

5. Specification tab: Allows the user to view the specifications entered when entering an order.
6. Memo tab: Allows the user to view the memo entered when entering an order.
7. Click Save.

For a receipt associated with a return of merchandise, maestro* suggests printing a merchandise return order instead of an acknowledgment when the transaction is transferred. The user can send a Receipt of Goods notification by e-mail to the requester (user) entered in the original requisition, that was used to create the order being received. See Security Management, Access Restrictions tab, Purchasing and Requisition section and Select How the requested by user should be notified after a receipt of goods. When a Return of Merchandise type of order is transferred from this option, maestro* can verify that the returned quantity does not exceed the quantity in the inventory. To do so, the Unit Validation field (Configuration – Purchasing, Inventory section) must be at one of the following configurations: 1-Depending on available stocks; 2-Depending on available qty by site; 3-Depending on available qty by site/location. When transferring the receipt of goods, maestro* validates the quantities according to the Quantity confirmation method defined in Configuration and either blocks or displays a warning for the transaction.

Add items to the receipt of goods from a kit

This feature applies to items whose Status corresponds to Kit in the Catalogue Management option.

1. In the Add Item tab, enter the kit's inventory code in the column or click on the icon to select a kit through the Select a record window. The Component Selection window opens.
2. Enter the amount of kits (Quantity) needed in the receipt of goods.
3. Check the kit items to include in the receipt of goods.
4. Click on Select.
   All chosen kit items will automatically be added to the receipt of goods.
5. Save the receipt of goods.

Configure the receipt of goods

1. In the Receipt of Goods window, click on the Configuration icon.
2. Select the required configurations.

Field	Description
Maximum Number of Lines	Allows to determine the maximum numbr of lines in the Breakdown tab.
Discount	Allows to indicate how discounts should be processed: always apply them automatically, ask before applying them (as a confirmation message), or never apply them.
Partial Receipt of Request for Delivery	Available values: Always complete the request for delivery The received quantity is not validated according to the released quantity and the request for delivery is completed. Confirm before completing the request for delivery A confirmation request is displayed if the total quantity received for an item is lower than the total quantity released for this item. If the user answers Yes, the request for delivery will be completed.

3. Click on OK to save the changes.

 

Create a transaction from a scanned document

1. Click on Creation of a transaction from a scanned document. The Documents Import window appears. Pictures of the configured default directory are displayed (General Settings > Documents).
2. Select one or more scanned documents.

Some options are available to facilitation selection: Navigation to display the content of other directories (Browse button). Dynamic filter. Zoom tool to resize icons. A new document can also be scanned directly from this window.

3. Click on Accept.
4. Back in the principal screen, continue the receipt of goods creation process.

 

Create a receipt of goods from a pending transaction

1. Click on the Pending Transactions icon.
   The selection grid, at the top of the screen, displays the Receipt of Goods’ pending transactions.
2. Select a pending transaction.
   
   The pending transaction’s attached files are displayed in a new window.

If more than one file is attached, they will be displayed in the following order: PDF, Image, Excel, and Others.

3. The system automatically completes some entries in the options window (the user who created the transaction, the date and time of creation, etc.).

Other entries will automatically be completed if the transaction comes from the Outlook add-in.

4. Complete and save the transaction.

The transaction’s attached files will be available through the Document Management option upon saving.

 

See also

• Quantities on Order
• Purchase Order Invoicing
• How to Reading tax codes in maestro*
• How to Calculating an average cost including landing cost
• How to Entering Items Using Bar Codes
• How to Avoid entering more than one untransferred receipt of goods
• How to Service Management Procurement
• How to Posting Quarry Tickets as Accrued Project Charges
• How to Troubleshooting - Catalogue Management and Inventory Imbalances

 

Last modification: November 07, 2024