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Quantum VS Help: Purchasing |
When you receive goods from a supplier you will need to create a Goods Received Note (GRN) and record the receipt of goods into stock.
You may either:
Create a Goods Received Note from the original Purchase Order, which recalls header details.
OR: Create a new blank GRN and then enter header details - including the Purchase Order number and Supplier - manually.
See Creating A New Goods Received Note.
Product line details are then recalled from the Purchase Order and added to the GRN. The 'booking in' procedure involves going through each Product line on the GRN and either accepting or amending the 'received' quantity, before Confirming the Goods Received Note. See Booking In Stock On A Goods Received Note.
Note: The 'booking in' procedure may alternatively be carried out by a remote 'scanner user' via an RF bar code scanner running the Quantum VS Warehouse System application. See Bar Code Scanning Maintenance.
To record a variance between the expected and received quantity, click the Received hyperlink on the Product line. This displays the Goods Received Variance window - or the Goods Received Timber Entry window, for timber products - in which you may record variance and edit/update Product details as necessary. If any goods were not delivered, or were damaged or incorrect, you may have the option to cancel the delivery of the missing/damaged/incorrect items. Alternatively you may raise additional GRNs for the missing/damaged/incorrect items.
If any products are 'batch traceable' (i.e. flagged for batch traceability) you will need to assign the received goods a Batch (or Serial) Number and/or Bin Location so that they can be traced while in stock and afterwards when sold. See Allocating Batch/Bin/Serial Number Details At Goods Receipt.
The Labels column is visible in the lines section of the Goods Received Note if Branch permissions and other settings have been enabled for label printing. Click Print to print labels for the line being received into stock. For further details see Goods Received Note Label Printing.
You may optionally add Progress Notes for the whole Goods Received Note or individual lines as part of reviewing Supplier delivery/shipping targets. The procedure is the same as described for Purchase Orders. See Reviewing Purchase Order Progress And Supplier Delivery/Shipping Targets.
If a third-party haulage company has been used to transport the goods from the Supplier's premises to your premises you may select Haulage Details on the Toolbar - Sub Menu (if available) to specify the haulage company and how much they are charging you for delivery. When the haulage company invoices you, after the invoice has been registered in Purchase Invoice Registration you can match invoice totals against haulage charges recorded at goods receipt. See Entering Haulage Details For Goods Received.
Confirming the Goods Received Note formally confirms the receipt of goods into stock, prints the GRN and concludes the 'booking in' procedure. On Confirmation of the Goods Received Note a Stock record - or Product Inventory record, if the goods are batch traceable - is created or updated and the received goods are available to be sold. See Confirming And Printing A Goods Received Note.
Note: If Document Scanning is enabled, the Scan option displays in the Toolbar - Sub Menu when the Despatch Note is open. This enables you to scan and archive physical documents for storage against the Picking Note. See Scanning From An Open Document.
Note: To review the full purchasing procedure see the Purchasing Overview.