receiving_goods:goods_receipts

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receiving_goods:goods_receipts [2021/06/18 06:33] – [Adding items from the purchase order] Mark Gloverreceiving_goods:goods_receipts [2025/05/08 22:44] (current) – [Price tab] Gary Willetts
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 === Selecting the Purchase Order === === 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):+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 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.+  * **Supplier** column: The name of the supplier the purchase order was sent to. 
 +  * **PO reference** column: The value entered in the **Reference** field on the purchase order. 
 +  * **Tender reference** column: The reference to the tender this purchase order came from. Will only have a value if this purchase order came from a tender. 
 +  * **Our PO ID** column: The number of the purchase order in mSupply. 
 +  * **Comment** column: The value entered in the **Comment** field on the purchase order. 
 + 
 +If there are a lot of purchase orders in the list you can shorten it by typing something in the //Type here to search// field. The list will then only show purchase orders for suppliers that have a name which contains what you typed. 
 + 
 +From this screen select the entry which matches the purchase order for which you have received stock, either by double clicking on the entry, or by highlighting the entry and clicking on the //Ok// 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.
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 == Adding un-ordered items == == 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) 
-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.+
  
 === Goods receipt line entry === === Goods receipt line entry ===
 +The lines you have selected are added to the goods received note and you will see them in the table but with no batch, expiry date, location or quantities:
 +
 +{{ :receiving_goods:pasted:20240917-153004.png?700 |}}
 +
 +No information about the batches or number of packs that have been delivered has yet been entered. You can set the //Quan// column (number of packs) to the number remaining to be delivered by selecting the appropriate lines (Click with Shift and Control and Ctrl+a all work as usual) and clicking on the **Apply suggested remaining quantity** button.
  
-You are now presented with the //Edit goods received line// window for the first item:+To enter the batch and quantity information for each line, double-click on the first line in the table and the //Edit goods received line// window will open, populated with the first item:
  
 {{ :receiving_goods:goods_received_line_entry.png?700 |}} {{ :receiving_goods:goods_received_line_entry.png?700 |}}
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   * //Remaining quantity to receive//: the number of packs we're still waiting to receive from the supplier on the purchase order this goods receipt note is for. This is 0 on the screenshot because, by default, mSupply creates a line in the table which contains all the outstanding stock.   * //Remaining quantity to receive//: the number of packs we're still waiting to receive from the supplier on the purchase order this goods receipt note is for. This is 0 on the screenshot because, by default, mSupply creates a line in the table which contains all the outstanding stock.
   * //packs of//: the pack size (number of items in the packs) we're waiting to receive. So, the total number of individual pieces of this item we're waiting to receive is //Remaining quantity to receive// x //packs of//.   * //packs of//: the pack size (number of items in the packs) we're waiting to receive. So, the total number of individual pieces of this item we're waiting to receive is //Remaining quantity to receive// x //packs of//.
-  * table: contains all the lines of the item that we're receiving from the supplier. Click on any of the cells to edit them (they are all editable except the //Total quan// column because this is a calculated column and equal to //Quantity// x //Pack Size//). There will be a separate line in this table for each batch or location (and manufacturer if the [[other_stuff:virtual_stores#the_preferences_tab|preference to record manufacturer]] is turned on - entering a manufacturer is the same as entering a location i.e. enter the first few characters of the manufacturer's name and press the //Tab// key on the keyboard and select the manufacturer you want from the list displayed or click on the **New** button to create a new manufacturer).+  * table: contains all the lines of the item that we're receiving from the supplier. Click on any of the cells to edit them (they are all editable except the //Total quan// column because this is a calculated column and equal to //Quantity// x //Pack Size//). There will be a separate line in this table for each batch or location (and manufacturer if the [[other_stuff:virtual_stores#the_preferences_tab|preference to record manufacturer]] is turned on - entering a manufacturer is the same as entering a location i.e. enter the first few characters of the manufacturer's name and press the //Tab// key on the keyboard and select the manufacturer you want from the list displayed or click on the **New** button to create a new manufacturer). If there are any of the first 4 custom fields described on the [[preferences:general#stock_tab|16.01. General preferences]] page turned on then columns for them will be displayed after the expiry date picker column and you can enter values for each one there.
   * Expiry date picker: this is in the column just to the right of the //Expiry// column. Click on it to select the expiry date from a date picker: {{ :receiving_goods:expiry_date_picker.png?250 |}} Click on a month and year in either order and mSupply enters the last day of that month in the expiry date column. You can manually edit the date (or manually enter it without using the picker) if you don't want the last day of the month.   * Expiry date picker: this is in the column just to the right of the //Expiry// column. Click on it to select the expiry date from a date picker: {{ :receiving_goods:expiry_date_picker.png?250 |}} Click on a month and year in either order and mSupply enters the last day of that month in the expiry date column. You can manually edit the date (or manually enter it without using the picker) if you don't want the last day of the month.
   * //Volume per pack//: the volume per pack for the line currently selected in the table. Will be set to the item's default volume per pack if it has one, otherwise 0.   * //Volume per pack//: the volume per pack for the line currently selected in the table. Will be set to the item's default volume per pack if it has one, otherwise 0.
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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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 === Finalising goods received === === Finalising goods received ===
- 
 The next step in receiving your goods into mSupply is to create a supplier invoice (that is where you will enter pricing information if you need to). This is done automatically for you when you finalise the goods receipt. The next step in receiving your goods into mSupply is to create a supplier invoice (that is where you will enter pricing information if you need to). This is done automatically for you when you finalise the goods receipt.
  
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 <WRAP tip round>If you have the store preferences set to force **supplier invoice** authorisation, you will not be able to confirm supplier invoices (and therefore bring items into stock) until they have been authorised. See [[other_stuff:invoice_authorization|here]] for details.</WRAP> <WRAP tip round>If you have the store preferences set to force **supplier invoice** authorisation, you will not be able to confirm supplier invoices (and therefore bring items into stock) until they have been authorised. See [[other_stuff:invoice_authorization|here]] for details.</WRAP>
 +
 +<WRAP info center round 90%>
 +If the //Items received on a purchase order must be within a minimum expiry date// preference is turned on (see the [[purchasing:ordering_from_suppliers#minimum_expiry_date_field|6.01. Ordering stock from suppliers]] page for details) then, when finalising a goods received note, a check is made to see whether any of the lines have an expiry date that is before the date set on the purchase order. If they do then you will be shown a message telling you which lines have too short an expiry date and you will not be able to finalise the goods received note until the expiry date is changed or the line is removed from the goods received note.
 +</WRAP>
  
 === Authorising items on goods received notes === === Authorising items on goods received notes ===
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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 ====
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 ^  Item ^ Foreign Price  ^  Quantity  ^  Foreign Currency \\ Price Extension  ^  Local Price  ^  Local price Extension  ^ ^  Item ^ Foreign Price  ^  Quantity  ^  Foreign Currency \\ Price Extension  ^  Local Price  ^  Local price Extension  ^
-| Amoxycillin 250mg tabs  |  50|  10|   500|  70|  3,500| +| Amoxycillin 250mg tabs  |  50|  10|   500|  350|  3,500| 
-| Paracetamol 500mg tabs  |  300|  5|   1,500|  35|  10,500|+| Paracetamol 500mg tabs  |  300|  5|   1,500|  2,100|  10,500|
  
 Now we add USD300 of freight charges and YXB1400 of import duties: Now we add USD300 of freight charges and YXB1400 of import duties:
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 ^  Item ^ Foreign Price  ^  Quantity  ^  Foreign Currency \\ Price Extension  ^  Local Price  ^  Local price Extension  ^ ^  Item ^ Foreign Price  ^  Quantity  ^  Foreign Currency \\ Price Extension  ^  Local Price  ^  Local price Extension  ^
-| Amoxycillin 250mg tabs  |  50|  10|   500|  87.5|  4,375| +| Amoxycillin 250mg tabs  |  50|  10|   500|  437.5|  4,375| 
-| Paracetamol 500mg tabs  |  300|  5|   1500|  43.75|  13,125|+| Paracetamol 500mg tabs  |  300|  5|   1500|  2,625|  13,125|
  
 == Currency and currency rate == == Currency and currency rate ==
  • Last modified: 2021/06/18 06:33
  • by Mark Glover