Purchase Orders - Receive a ‘Foreign / International’ Purchase Order

 This article details how to receive a ‘Foreign / International’ Purchase Order via:

Inventory > PO Management > Stock Receipt

OR

Inventory > PO Management > PO Manager > Search using the filter > Click R for Receive on the correct PO

Enter the PO number you're wishing to receive in, or alternatively click the "PO Search" link to return to the PO Manager Search.

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The Stock Receipt screen has been organised into a numbered sequence of 1 - 8 to guide you through the process. Work through the number in order.

  1. Calculation for Landed Costs and Discrepancy Handling
    - Set the Calculation for Landed Costs to "International Import (Use Payments to calculate Landed costs)
    - Select your Discrepancy Handling preference. If you're unsure, see Handling Purchase Order (PO) Discrepancies for more information.

  2. Enter Supplier Invoice Number
    - Enter the Supplier Invoice No. (Note: this field isn't mandatory, you can leave it empty if don't have an invoice number)
    - Enter a Date Received. This field will default to todays date, however if you're wanting to back-date to when you actually physically received the stock, amend the date here.
    - 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 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 and Payments (Previous & Remaining) 

    • Entering Direct Costs
      Direct costs are things like freight charges from your supplier, duties, and miscellaneous charges that you may want to factor into your sell prices and gross profit calculations.  The Buy Ex price is your 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’.

      Direct Costs are entered into the Stock Receipt page as total amounts, and are then distributed across each product in your order. At ‘Step 3’ of the Stock Receipt screen, enter your costs, then press ‘Apply Costs’.  You can then refer to the products in the PO, specifically the ‘COGS Ex’ column, and you will see that the direct costs have been added to your Buy.  The COGS Ex is your Buy Ex + your Direct Costs.
       
    • Entering Payments (Previous & Remaining)
      This section is primarily used for receiving international/foreign purchase orders. It allows you to manage currency conversions, etc.

      In some circumstances, you may be required to make deposits and payments to your overseas supplier before the stock arrives. If you make multiple payments, then you will most likely have difference exchange rates on each payment transfer. We therefore use this payments section to calculate your landed local buy price.

      Essentially, the total actual payments you pay to your overseas supplier, in your local currency, are the actual local cost of your stock. So instead of using a currency conversions to calculate local buy prices, we add up all your ‘previous’ and ‘estimated remaining’ payments to calculate your local buy prices. We also display a currency conversion factor on the screen

      • Previous Payments
        This records, and allows you to enter payments you’ve actually made to your supplier. Press the ‘Add Payments’ button and record a payment (in your local currency) that was paid to the supplier.
      • Estimated Payments Remaining
        If you have an outstanding balance due to your supplier at the time you receive your stock, you must now estimate what you believe the balance remaining is, and enter it into this section, so that the Buy Ex prices can be calculated. Once you ‘Receive’ the PO, you cannot retrospectively change the ‘Estimated Remaining Payments’.
      • Auto-Calculating your Local Buy Ex Prices
        The ‘Previous Payments’ and ‘Estimated Remaining Payments’ are automatically added up by the system, and checked against your original ‘Supplier Buy’ price (Total Payments divided by Total Supplier Buy). This gives you a conversion factor which is displayed on screen.

        The conversion factor is multiplied into your Supplier prices to calculate your local Buy Ex prices.  Upon ‘Applying’ payments, you will see that your ‘Buy Ex’ prices are auto-calculated. You can however still manually override or change the Buy Ex prices on screen.

  6. Click "Apply Costs"
    If you do not do this the Direct costs will not get applied to the products and therefore not give you an accurate COGS value for those products.
  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 it's important to confirm them now.

    You can manually change or override these Buy Ex prices.

 

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:

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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.