Purchase Orders - Receive a Local Purchase Order

This article covers off on how to receive a local (i.e. non international purchase order) Once you are on the stock receipt screen – it will look like below, Simply enter the PO number for that you're wishing to receive in, or alternatively you can click the "PO Search" link to take you back to the PO Manager to search for one to begin the Stock Receipt process:

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Performing a Stock Receipt (step-by-step)

1. Calculation for Landed Costs and Discrepancy Handling

Select from 1 of 3 options for Calculation for Landed Costs:

  • (Default) Supplier Buy (or manually enter Buy Ex)

    - The buying price for each product is by default set to your Supplier Buy Price of the products on the purchase order, you can choose to overwrite these based of the Invoice supplied from your Supplier in order to get a accurate stock value for those products.
  • International Import (use Payments to calculate Landed Costs)

    -Used for when you're receiving in a Suppliers Invoice where the currency used was not your local currency. See the following Article for Receiving in a International PO
  • Manually Enter Total Buy Ex per Line Item


Select from 1 of 2 options for Discrepancy Handling :

If your receive QTY’s are different to your order quantities – then the actual values you ‘receive’ are what will be made available into your stock.  You can receive more, or less quantities than the order QTY’s. 

  • Allow all items to go through to POE Manager:

    •This option is typically used when the supplier is providing you with a new supplier invoice number for back order goods
    •This will set the status of the PO to available which allows the PO to flow through to your accounting package. All discrepancies will remain in the POE manager until such a point that you wish to Re-Order these products. If you choose to re-order the products, this will generate a new PO referencing the original PO number.
  • Automatically put all item discrepancies onto back-order:

    •This option is typically used when the two deliveries are being received on a single supplier invoice
    •This will set the status of the PO to Back-order and will not flow through to your accounting package until the PO is made available.
     

2. Enter Supplier Invoice Number

If you have your suppliers invoice, you may want to record the invoice number on the Stock Receipt page in the field marked ‘Supplier Invoice No’.

NOTE: If you're entering this PO after the date it was actually received you can change the date below also other wise it will default to today's date.

Include Tax on Stock Receipt - Tax is automatically calculated for both Products and any Direct Costs when this box is ticked. Untick this option to remove Tax from your Stock Receipt.

(Note: if you need to remove tax from the Direct Costs only (Freight, Duty, Misc) untick the box, but then reapply Tax to the individual Products included on the PO. Scroll to the far right of the Products and tick the Tax box.

 

3. Enter ‘Receiving’ Stock Quantities

Confirm the QTY’s of stock that you are actually receiving now against this purchase order.  You need to enter the ‘RCVing’ QTY into the screen to verify exactly the QTY’s you are about to book into stock.

To enter your QTY’s into the PO, you have 3 options to you:

 

Scanner: Use a scanner and scan the items.  To do this, place your cursor in the empty filed marked ‘Step 1 – Quantities’.  Then simply start scanning each product you are receiving, and the count will be entered next to each item automatically.
Copy Across: you can being over all the ‘RCVing qty’s to be the same as the ‘ODR’ QTY’s by pressing one button – ‘Copy Across’, which is in the upper right side of the screen at ‘Step 1’.
Manual: you can manually enter the receive QTY’s by typing them into each field

 

4. Enter Supplier Discounts

If your supplier has provided a discount over and above your original purchase prices, then you can now enter these into the Stock Receipt screen.  Refer to ‘Step 2’ on screen and enter the discounts from your supplier, and then apply them to the products.  The discounts will be distributed across each product, via the ‘Buy Ex’ price – based on the ‘distribution’ method you choose.


5. Enter Direct Costs

Direct costs include costs such as : freight or delivery charges from your supplier, duties, and miscellaneous charges. You may wish to factor these extra charges into your purchase and sell prices, and your gross profit calculations for accurate reporting.

The Buy Ex price is the actual local buy price.  We then have a ‘direct costs’ field for each item. The Buy Ex + the Direct Costs = COGS (Costs of Goods Sold).  The GP calculations in all our reports are based on the Sell Price (ex tax) minus the Cost of Goods Sold.

Enter your Direct Costs into the Freight Ex, Duty Ex and Misc Ex fields.

Go to Step 6 - Apply Costs.


6. Apply Costs

Note: If you skip this step, the Direct Costs will not be applied to the products and COGS. Consider carefully wether you wish these direct costs to be applied for accurate COGS value for reporting, however it is not mandatory.

Select your preferred option for applying the Direct Costs (as entered in Step 5) to the PO via the drop-down. This works by reviewing each line and calculating what it's value/Qty/weight is as a percentage of the whole PO.

Value - the default setting. example: A PO contains Product A with a total Value of $80.00 (this is qty x individual cost price so it can be either 1 x $80.00 or 2 x $40.00) and Product B has a total value of $20.00, then Product A will have 80% of the direct cost applied to it.

Qty example -  if you have a PO with 20 x Product A, 30 x Product B and 50 x Product C. Then 20% of the direct costs will be applied to Product A, 30% to Product C and 50% to Product C.

Once the system has calculated the % to be applied to each line, that value is then divided by the qty of that item in the PO. This calculation is calculated to 4 decimal places then rounded to 2 decimal places, which can cause small discrepancies when looking at the direct costs applied to each individual item.

Click Apply Costs.

You can now refer to the products detailed within the PO, specifically the COGS Ex column. COGS Ex =  Buy Ex + applied Direct Costs.

Example:

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  7. Confirm Product Qty's

Always double check the Qty's of the products as you cannot edit them after they have been received in.


8. Verify your Buy Prices

Refer to the ‘Buy Ex’ column and check that your buy prices are correct.  Once you press the ‘Receive’ button at the bottom of the PO screen, the Buy Ex prices will be locked in and cannot be changed on the PO Receipt screen. So its important to confirm them now.

You can manually change or override these Buy Ex prices.

NOTE:  The ‘Supplier Ex’ price is the price that was sent to your supplier on your purchase order.  This price cannot be changed (and doesn’t need to be) when receiving stock, since it’s the ‘Buy Ex’ price that is actually used for costing purposes.


9. Printing your labels if applicable

There are several ways to print labels, click the "Label Printing" button at the bottom to see the pop up window below with your options:

On the receive page of any Purchase Order, there are 5 Label print buttons (3 for Zebra Label Print and 2 for A4 Label Print).


These allow you to print out, from a Zebra or A4 printer:

  • Labels for the products that you are receiving "* Print Rcving" (to be used at the time of receiving the PO)
  • Labels for the products that have already been received "Print Received" (to be used if you'd like to print labels after the PO has already been received)
  • Lastly "Zebra Label Print" which prints the Qty's that you enter to the right of the "Master GP" column, the reason for the last option is for when you want to print different qty's to what has been received after the PO has been made 'Available'.    

The batch and single mode is for when you may have a older Zebra label printer that has a smaller buffer that may get over run in which case you can switch the single mode which should allow you to print your labels without error.

Receive your Purchase Order

Lastly Click "Receive Stock As Available" in the bottom left and your purchase is now committed with those figures and the inventory levels will be adjusted accordingly.

How to Save your progress during a Stock Receipt

You can save your progress at any stage during the Stock Receipt process by clicking the Save in Progress button. The status of the Stock Receipt will moved from 'On Order' to 'Receiving In Progress' and this Stock Receipt can be returned to and completed later.

Any stock quantities entered, or prices changed will be saved, along with Purchase Order Exception (POE) reasons.

The stock movement and cost is not updated at the Product level until you 'Receive Stock as Available'.

Continue a Saved Stock Receipt

Search the required Purchase Order number via either: Inventory > PO Management > Stock Receipt > enter the required PO number, OR: Inventory > PO Management > PO Manager > enter the PO into the PO No field. Then continue the Stock Receipt process as normal.

Search for all Stock Receipts that are 'In Progress'

Navigate to: Inventory > PO Management > PO Manager > select the PO Status 'Receiving In Progress' > click Search

Add or Remove Products from a Saved (In Progress) stock receipt

In order to add or remove products from a Stock Receipt with the status or 'In Progress' you are required to edit the actual Purchase Order.

Search for the required Purchase Order via: Inventory > PO Management > PO Manager > enter the required PO No > click Search.

Click the edit (pencil) icon of the associated PO to open the Purchase Order edit screen.

Go to the Add Items tab:

  • to edit the Order Quantity -  click the edit (pencil) icon for a product > adjust the Quantity > click Save Changes
  • to add a single Product - enter the Product ID or SKU into the Search field > click Add Item 
  • to add multiple Products - click the Product Search button to use filters to search for and select multiple Products.
  • to remove the Product from the PO - click the Delete (trashcan) icon to remove the product

Note: If you Delete a Product from an In Progress stock receipt, and you have previously entered a Receiving Qty (RCVing), that saved RCVing Qty will remain saved against the product in the Stock Receipt - these values will need to be removed/zeroed at the time of completing the Stock Receipt.