receiving_goods:goods_receipts

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receiving_goods:goods_receipts [2019/10/22 11:53] – [7.02. Goods receipt function] Emily Porrelloreceiving_goods:goods_receipts [2023/01/31 16:36] (current) – [Adding un-ordered items] Gary Willetts
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 {{indexmenu_n>20}} {{indexmenu_n>20}}
-====== 7.02. Goods receipt function ====== +====== 7.02. Goods receipts ======
- +
- +
 ==== Entering goods received ==== ==== Entering goods received ====
 <WRAP center round alert 90%> <WRAP center round alert 90%>
-If the receiving store is receiving goods from another [[other_stuff:virtual_stores|virtual store]] in your mSupply system, //in response to an Internal Requisition (Purchase Order) from that store//, the Goods Receipt will be created automatically - refer [[purchasing:ordering_from_one_store_to_another#receiving_the_goods_customer_store|Receiving the goods (Customer Store)]].  Open this automatically created Goods Receipt.  **Do not create a new Goods Receipt!**  +If the receiving store is receiving goods from another [[other_stuff:virtual_stores|virtual store]] in your mSupply system, //in response to an Internal Requisition (Purchase Order) from that store//, the Goods Receipt will be created automatically - refer [[purchasing:ordering_from_one_store_to_another#receiving_the_goods_requesting_store|Receiving the goods (requesting store)]].  Open this automatically created Goods Receipt.  **Do not create a new Goods Receipt!**  
 </WRAP> </WRAP>
  
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 If you have goods receipt authorisation set up in [[other_stuff:invoice_authorization|Store Preferences]] there will be an extra //Authorised// column - see the [[receiving_goods:goods_receipts#authorising_items_on_goods_received_notes|Authorising items on goods received notes]] section below for more details. If you have goods receipt authorisation set up in [[other_stuff:invoice_authorization|Store Preferences]] there will be an extra //Authorised// column - see the [[receiving_goods:goods_receipts#authorising_items_on_goods_received_notes|Authorising items on goods received notes]] section below for more details.
  
-In the Supplier field (which displays // Search Purchase Order// when it first opens), enter the first few characters of the name of the supplier from whom the order has been received; to display all Purchase Orders awaited, enter //@// in the Supplier field. (This has been done in the example shown below):+=== Selecting the Purchase Order === 
 + 
 +In the **Supplier** field (which displays // Search Purchase Order// when it first opens), enter the first few characters of the name of the supplier from whom the order has been received.  To display all Purchase Orders awaited, enter ''@'' in the Supplier field. (This has been done in the example shown below):
  
 {{ :purchasing:choose_po.png?550 }} {{ :purchasing:choose_po.png?550 }}
  
-From this screen select the entry which matches the order you have received either by double clicking on the entry, or by highlighting the entry and clicking on the //Use// button.+From this screen select the entry which matches the purchase order against which you have received stock, either by double clicking on the entry, or by highlighting the entry and clicking on the //Use// button.
  
 The //New Goods Receipt// window reappears with the supplier field and some other details completed. The //New Goods Receipt// window reappears with the supplier field and some other details completed.
  
-At this point you should fill in the //Supplier reference// field (with the delivery note number, for example) and the //Comment// field (with any extra information you need to record about the delivery).+== Filling in general details == 
 + 
 +At this point you should fill in the: 
 +  * //Supplier reference// field with, for example, the delivery note number 
 +  * //Comment// field with any extra information you need to record about the delivery 
 + 
 +== Adding items from the purchase order ==
  
 Next, you should click on the //Add from Purchase Order// button to add the items which have arrived to the goods received note. Clicking the button brings up the //Choose order lines...// window: Next, you should click on the //Add from Purchase Order// button to add the items which have arrived to the goods received note. Clicking the button brings up the //Choose order lines...// window:
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 If you're trying to find a particular item in a long list you can also type the start of the item's name or code into the search box at the top and the list will be filtered to show items which have a name or code starting with what you have typed. If you're trying to find a particular item in a long list you can also type the start of the item's name or code into the search box at the top and the list will be filtered to show items which have a name or code starting with what you have typed.
 +
 +<WRAP center round info 60%>
 +mSupply does allow you to create a Goods Receipt for stock for which you have already received all of the ordered stock, that is, Remaining (outstanding) quantity = 0).
 +</WRAP>
 +
  
 In any case, when you have selected the items to receive, click on the //Use// button. In any case, when you have selected the items to receive, click on the //Use// button.
  
-Occasionally goods may be received which were not ordered; when this occurs, click on the //Add an un-ordered item// button and select the item before proceeding.+== Adding un-ordered items == 
 +Occasionally goods may be received which were not ordered; when this occurs, click on the //Add an un-ordered item// button and select the item before proceeding. There is a user permission that can be set to prevent users being able to use this button (see the [[admin:managing_users#permissions_tabs|25.25. Managing users]] page for details) 
  
 === Goods receipt line entry === === Goods receipt line entry ===
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 <WRAP centeralign > <WRAP centeralign >
 ^ quantity ^ pack ^ batch ^ expiry ^ ^ quantity ^ pack ^ batch ^ expiry ^
-| 648 | 1000 | b1234 | 30/6/18 |+| 648 | 1000 | b1234 | 30/06/18 |
 | 324 | 1000 | b1235 | 30/11/18 | | 324 | 1000 | b1235 | 30/11/18 |
 </WRAP> </WRAP>
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 Enter the details into the first row as above. Enter the details into the first row as above.
  
-<WRAP tip round>If you are entering details for an item which has its "Expiry date required on receive" preference set (see [[items:item_basics#the_order_options_tab|here]] for details) and you do not enter an expiry date for any of the item's batches then, when you click on the //OK// or //OK & Next// buttons, you will be shown a warning message and you will not be able to close the window without entering an expiry date for each batch or deleting all the item's batches.</WRAP>+<WRAP info round>1. If you are entering details for an item which has its "Expiry date required on receive" preference set (see [[items:item_basics#the_order_options_tab|here]] for details) and you do not enter an expiry date for any of the item's batches then, when you click on the //OK// or //OK & Next// buttons, you will be shown a warning message and you will not be able to close the window without entering an expiry date for each batch or deleting all the item's batches. 
 + 
 +2. If you receive more than was ordered on the purchase order, when you click on the **OK** or **OK & Next** buttons an alert message will appear asking you to confirm the receipt. 
 +</WRAP>
  
 === Location management when receiving goods === === Location management when receiving goods ===
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 Note we have then clicked the **Show empty** radio button, as we are putting away a whole pallet, and pallets only go in empty locations. The **Show available** radio button shows locations that have enough spare capacity to take the volume of the line we are receiving. Note we have then clicked the **Show empty** radio button, as we are putting away a whole pallet, and pallets only go in empty locations. The **Show available** radio button shows locations that have enough spare capacity to take the volume of the line we are receiving.
 We then double-click on the location to choose. We then double-click on the location to choose.
-<WRAP tip round>If the item you are receiving has a default location set for it, this will have already been filled in when the line was added to the purchase order. Default locations should be set if the same item is always put in the same place, otherwise leave it blank. In the current example we've assumed it has **not** been set for each item.</WRAP>+<WRAP tip round> 
 + 
 +If the item you are receiving has a default location set for it, this will have already been filled in when the line was added to the purchase order. Default locations should be set if the same item is always put in the same place, otherwise leave it blank. In the current example we've assumed it has **not** been set for each item.</WRAP>
  
 Now we have entered all details for the line, we can click on the row to highlight it, then click the **Duplicate line** button to create another row the same without entering all the details again - you then only need to click on the location column on the newly duplicated row, and you can edit the location to find another empty location for the second pallet. Now we have entered all details for the line, we can click on the row to highlight it, then click the **Duplicate line** button to create another row the same without entering all the details again - you then only need to click on the location column on the newly duplicated row, and you can edit the location to find another empty location for the second pallet.
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   * Clicking on Show outstanding PO lines on the Navigator's Supplier tab or   * Clicking on Show outstanding PO lines on the Navigator's Supplier tab or
   * From the //Supplier > Show outstanding PO lines// menu item   * From the //Supplier > Show outstanding PO lines// menu item
 +
 +==== Other tabs on a goods received note ====
 +All the functionality described above has been on the //General// tab. There are others!
 +
 +=== Documents tab ===
 +The Documents tab on a requisition enables you to save documents and other files relating to the goods received note. The tab looks like this:
 +
 +{{ :receiving_goods:pasted:20230119-125133.png?650 |}}
 +
 +The table shows you all the files currently uploaded to this goods received note.
 +
 +  * **Upload document button:** Click this to upload a document to the goods received note. This will open a window enabling you to search for and select the file on your computer. After you've selected it, click on the **Open** button to upload it. If you upload a file with the same name as one already uploaded, mSupply will upload it as a new version of the already uploaded file.
 +  * **Delete document button:** Select a file in the table by clicking on it and click this button to remove it from the goods received note.
 +  * **Download document button:** When you click on this button you are presented with two options:
 +    * **Download:** this will download the file to a location you select on your computer.
 +    * **Download and open:** this will download the file to a location you select on your computer and then attempt to open it using the default application on your computer for that file type. If there is no application associated with the file type on your computer then mSupply will tell you that the file could not be opened.
 +
 +
 +=== Log tab ===
 +The log tab displays all the log entries that have been made regarding this goods received note. All log entries are stored in the mSupply log (see the [[admin:the_log]] page for details) and this tab will display all the log entries in there which were made for this goods received note.
 +
  
 ==== Viewing and editing supplier invoices created via goods receipts ==== ==== Viewing and editing supplier invoices created via goods receipts ====
 +
 +A supplier invoice will be created automatically once the [[receiving_goods:goods_receipts#finalising_goods_received|Goods Received note is finalised]].
  
 {{ :purchasing:prices_tab.png?550 }} {{ :purchasing:prices_tab.png?550 }}
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 \\ \\
 \\ \\
-|  //  Previous:  **[[Receiving_goods:supplier_invoices|8.01. Receiving Goods - a supplier invoice]]** | | Next: **[[receiving_goods:supplier_credits|8.03. New supplier credit]]** //  |+|  //  Previous:  **[[Receiving_goods:supplier_invoices|7.01. Receiving goods (supplier invoices)]]** | | Next: **[[receiving_goods:editing_pack_sizes|7.03. Editing pack sizes]]** //  |
  
  
  
 ---- struct data ---- ---- struct data ----
 +pagestatus.status    : 
 ---- ----
  
  • Last modified: 2019/10/22 11:53
  • by Emily Porrello