Receive

This page covers everything in the Processing menu on the Purchase menu tab- the Authorisation of Purchase Orders, Receiving of Purchase Orders, Stock Invoicing of the PO and Purchase Freight Invoice.

Open

Before you read the information regarding the Receipting Process, we suggest you have a quick look at the YouTube video below, this covers most aspects of the Receipting Process.

There are 4 options on the Processing menu which are linked below

Authorise

A new feature to allow control over the amount an employee can order was implemented in Q3, 2021.

If you enter a purchase order and your limit is below the amount of the order it will require authorising by a user who has a higher limit and one which is above the value of the order.

To set the limit you need to adjust this in the user setup.

The Authorise Purchase screen will show the Purchase orders that have been keyed by users that have a Purchase Limit against their user.

Open

These controls to allow the authorisations of purchases have been added, this is controlled by a new field against the system users which defines up to what limit the user is allowed to order. A purchase will be held if it exceeds this value, waiting for a user with a sufficient limit to allow it in the new authorisation screen.

You will only be able to authorise the payment if you have the right permission against your user/group.

This will show all the Purchase Orders that have their Status as A - Awaiting Authorisation.

Receive

The Receive Purchase Order screen shows any Purchase Orders with one or more lines still waiting to be receipted.

The Purchase Order will be removed from this screen when fully receipted.

Clicking on the ‘View’ button opens the Purchase Order screen with the Receipting tab showing.

Product, Description, Qty Received, Qty Ordered, and Exchange Rate are all write-protected fields. If you wish to make changes to these, use the Purchase Order Details Tab before receipting the goods.

Rotation Number, Qty Received may be auto-populated if you sent the Purchase order via Warehouse Submission and have received the Goods Received file/data back from the Warehouse.

If the Warehouse requires a rotation you will have to enter one when receipting the PO.

Clicking on the Warehouse Receipt will retrieve information from the Warehouse EDI (if the information is available)

Clicking the Receipt All button to receipt all lines for the quantity on order. The qty on order will be added to the Received Units and Singles columns.

Upon saving the order, a message will appear regarding the Date receipted to make sure you would like to receipt using today’s date.

Underneath the Lines of the Products for the order, you can enter Internal Rotation Notes for each Product on order.

Partial Receipting:

• There are a number of reasons why you might partially receipt a line on a Purchase Order. e.g. Not all of the stock has arrived, or stock has landed across more than one Rotation.

• You can enter any number of received units against the line (including more than was Ordered if you need to) and save the PO.

• The remaining unreceipted unit or singles will be placed on a new outstanding line on the Purchase Order. Receipt the outstanding stock against the new line when it arrives (or remove the new line if you are not expecting any more stock).

For more information regarding the Warehouse Submissions/Documents

Amending Product Details during Receipting:

If you are aware that a Pack Size or Case Rate has changed before the product is receipted on the Purchase Order then you can use the following method to correct this:

1. Create a new product.
   You can replicate the existing product if this is easier (avoiding having to retype all the information). This will have new sales and standard cost price as well as the new pack size.

2. Before stock is receipted the Purchase Order must be changed. Remove the incorrect Product Code and replace it with the correct Code and Quantity.

3. Save the Purchase Order and you can receipt the stock.

4. It is VERY IMPORTANT that you check the old Product Code for outstanding sales orders via Sales Orders - Products Maintenance.

   1. Update the Sales Order lines where the product is specified with the new Product Code taking care to set the correct new quantity.

   2. Where sales orders are allocated you may need to unallocate the Sales Order, update it, and then re-allocate it before submitting it to the warehouse.

Stock Invoice

The Stock Invoice screen shows any Purchase Orders which we’re waiting to receive the supplier invoice for, when this has been received and recorded on the system the Purchase Order will be removed from this screen.

Click the ‘View’ button to open the Purchase Order Screen showing the Invoicing tab:

‘Qty Invoiced’ shows the quantity that you’ve already recorded a received invoice for.

To record a newly received invoice enter a quantity in the final columns ‘Inv Units’ and ‘Inv Singles’, or use the ‘Invoice All’ button at the bottom to automatically fill in the full ordered quantities.

Upon saving you will receive the following message:

Click “OK” on this message and the P.O.P VAT Analysis screen will show.

When there are 1 or more lines Invoiced, the Print Invoice button becomes available to generate a “supplier invoice“ PDF containing the information entered.

Freight Invoices

Purchase Freight Invoices are a way to accurately record the Freight Costs (from your suppliers to your warehouse) across multiple Purchase Orders.

Entering a new Invoice

When you open this form you will have to enter some essential details shown in green.

Which POs Apply

You can select all or some of the lines on the Purchase Order.

Using F11 to lookup or manually enter the Purchase Order reference.

Which Lines on the PO

For each Purchase Order select all the PO Lines by clicking the Checkbox against that Purchase Order or highlight a Purchase Order and select the lines individually from the list below by using the checkboxes against each line.

Completion

After clicking the Process button, all the fields above will be write-protected.

General Information

When viewing a processed Purchase Freight Invoice, only the lines you previously processed will be shown.

• Any lines on any of the Purchase Orders that were not selected will not show.

Additional Notes

1. By Default, Freight and Insurance costs are based on charges set in the Country or Region screens.

2. If there are no costs against the Region then the cost against the Country will be used.

3. The Purchase Freight Invoice system allows you to set up more accurate Freight charges that spread the actual costs across all related stock.

4. If the Admin Menu\System Configuration Options\Use Actual Freight Costs For Stock Movements Postings field is checked, the system will use the Purchase Freight Invoice costs for any Stock Movements (if costs have been recorded).

5. If this field is unchecked then the default/standard Freight Costs will be generated from the Country or Region screens.

6. Any Shippers you want to use with the Purchase Freight Invoice system will need a Currency and Account Code set up against them in the Shipper screen.

7. The Account Code needs to correspond to an existing Supplier Code in Vision Commerce for the communication with finance software to work.

8. On the Purchase Freight Invoice screen, select the Shipper, add Purchase Orders and select all the Purchase Order lines that you want to be included.