Inwards Goods – Receipt Goods

Transactions > Inwards Goods > Inwards Goods Receipt

Note: When a purchase order has been fully receipted (no outstanding quantities) then this function will not be available.

Inwards Goods is the more sophisticated goods receipt mechanism, including support for on-costs, and receipting stock across multiple purchase orders in one delivery.

Receipting is the process used to record goods physically received into the warehouse as they arrive, irrespective of price or additional charges. Inwards Goods Receipting is designed to enhance workflow by allowing warehouse staff to check and record Receipt quantities against the Purchase Orders in Exo Business. Receipted quantities are recorded against the Purchase Order at the time of Receipting.

The Inwards Goods Receipting function records a list of stock items and corresponding quantities received, but does not action stock transactions to place them into available stock. Thus there is no effect on Stock Item > Cost Prices (e.g. Average and Last Cost) or the General Ledger. It is designed to allow the warehouse staff to record items received as an independent step from Costing those items into stock. A Receipt can be recalled and amended up until an Inwards Goods Costing is done. It therefore allows data entry to be suspended and saved for later completion.

Receipting is usually actioned from a list of outstanding Purchase Orders but additional lines (not originally ordered) may also be added to the Receipt. An Inwards Goods Receipt may therefore also be used for non-order Receipts (i.e. no Purchase Order). Receipts may span multiple Purchase Orders but only from the same Creditor. Partial Receipts from Purchase Orders are accommodated.

To view existing receipts, enter the Receipt no, Stock code or Purchase order no, and then click Search. Double Click on the selected record to drill down on the receipt.
To create a new receipt, click the New Receipt button.
In Receipt Details, enter details to identify the Supplier that the receipt relates to and tick the Show all Locations check box if you want to display PO’s from all locations. The purchase orders list is automatically populated as soon as you tab out of the supplier field.
Click Refresh to reflect recent changes that might have occurred since you first loaded the form.
Review the list and choose the purchase orders that are to be receipted in.
Click the Receive Selected button to load purchase order details into the bottom grid, or double-click an individual line. Repeat the process if multiple purchase orders are to be included in the one receipt. Alternatively, select multiple orders at once by holding the CTRL key while clicking on the required purchase orders, and then press Receive Selected.
If there are many lines to be receipted, minimise the now completed purchase orders part of the window by clicking on the Minimise button in the panel’s top right corner. This will give maximum window space for the receipt lines.
Enter the receipted quantity Rec Qty, or click Receipt All if all lines are to be fully receipted.
If additional items are to be receipted that are not on a purchase order, these can be added by clicking on the Add Line button. Select the stock item and enter the quantity received.
The purchase order line can be split into several lines by clicking on the Split Line button. This may also be useful when recording batch codes for a stock item.
To clear un-receipted lines, click on the Clear button. This will remove all PO lines where the receipted quantity RecQty is equal to zero.
Press Line Fulfilled button to complete an under receipt or over receipted line. This satisfies the purchase order by adjusting the corrected quantity on the purchase order line to resolve the line as fulfilled thereby completing the order automatically.
Click Save to save the receipt; the system will assign the next Receipt number. This process will save your work and update the outstanding quantities on the Purchase Order. Once the receipt is saved, a Documents tab becomes available, where you can attach relevant documents to the receipt. Any documents attached to the purchase order(s) being receipted will be attached automatically. Documents will also be available for the receipt on the Inwards Goods Costing window.
Click the Auto Cost button to by-pass the Inwards Goods Costing function by updating stock at the values displayed on the Inwards Goods Receipt window (that have come from the PO). This is available for local suppliers only and enabled through a user profile setting.
Alternatively, use the Cost Now button to go directly into the Inwards Goods Costing function. This button is hidden when user does not have the Inwards Goods Costing menu option.

Note: The options in steps 14 and 15 are selected from the button drop down if applicable.

Field definitions

The grid header fields are detailed in the table below:

Field	Description
Supplier	The Creditor from whom the goods are being received
Packing Slip/Ref	The Supplier’s packing slip or reference number.
Location	The Location (Warehouse) into which the stock will be posted.
Date	Date the goods were received. Defaults to today’s date.
No cartons	Number of packages received containing the goods.
Shipping ref	The shipping carriers reference - usually a consignment number
Receipt notes	Any notes pertinent to the Receipt
IWG Receipt Lines
PO No	Purchase Order Number as selected from top grid.
Stock Code	The Stock Code that pertains to the item for which the transaction is being carried out
Description	The description of the Stock Code.
Ordered	The quantity ordered as per the PO.
O/S Qty	The outstanding quantity for this Stock Code in this Purchase Order. Takes the ordered quantity of the Stock Item, less Receipts already saved. This is a reference for user to check quantity received is acceptable.
Sup Price	The cost that applies to the stock item unit, as entered in the Purchase Order line. The supply prices (Sup Price) can be amended here if necessary. This will not alter the original Purchase Order price.
Discount	Allows any discount you may have received to be applied. This will not alter the original Purchase Order price.
Rec Qty	The Quantity physically received. This always defaults to zero and requires changing to reflect actual quantity of stock received.

Notes

Uncosted receipts may be reviewed and edited. The stock ledger is not updated until the costing process is performed.
Expiry Date, Batch number and Serial numbers can be entered if these options are being used.
If a purchase order is partially receipted, the remainder can form one or more further receipts.
Shipments can be enabled through a Company setup profile option. Receipts can be part of a shipment (e.g. a container). One shipment, containing many receipts from different suppliers can then be costed together.
Inwards goods receipts now show a count of receipted lines in the bottom panel of window.
A new user profile "Prompt to print receipt labels" allow users to specify when to be prompted to print Stock labels in Inwards goods. Options are Never, After Receipting and After Costing. Default is Never.