Purchase Orders Received - Stock Control

This transaction option should only be used for stock items that were previously marked as on-order through the ‘Enter Purchase Order’ option described above.

The procedures involved in completing purchase orders received transactions are virtually the same as for purchase orders placed, except that a tax amount is required for each transaction detail line. If you wait for the supplier’s invoice to match to the delivery note before you enter the information into the stock system, you could use the supplier invoice number as the reference, otherwise use the delivery note number.

Batch/Serial Items

For Batch/Serial Items then after input of description/user-2 then a pop-up allows entry of the batch/serial details. If set to automatically generate batch numbers then a default is entered for you to confirm, if not then the batch number can be keyed or scanned in. <F4-Select> at this point for serial items will show existing serial records with 0 physical stock for re-use, for batch items all existing batches are shown and you could select an existing batch to add the received quantity to.

After confirming the batch code you are asked to confirm the quantity – for serial items this is automatically selected as ‘1’ and you are then asked to enter the next serial item, for batch items you enter the quantity received for that batch.

Once the total batch quantity entered matches that of the stock transaction quantity then batch entry is complete, <Enter> on a blank batch code also completes the batch entry but you cannot exit the batch details and proceed with the next line until the quantity in the batch details matches that of the transaction quantity.To abandon batch entry press <ESC> and you will be taken back to the stock code input for that transaction line.

For Matrix/Templateitems prior to entering the quantity you are asked to enter a quantity against the ‘batches’ you wish to receive – the total quantity then being used to default the stock transaction quantity.Depending on configuration you may also be asked, prior to the ‘batch’ details to restrict the batch list displayed to a ‘pre-selected’ dimension of the matrix – i.e. ‘colour’. <End> at any point or <Enter> on last batch detail shown completes the batch entry.

Stock File Updating

When the stock files are updated the following actions occur for each item on the receipt:

The physical stock level is increased by the quantity received

The on-order stock level is reduced by the quantity received

The last transaction date and last purchase date is updated

The cost price is updated where configured to update on goods receipt

The FIFO details are updated as appropriate

A purchase order delivered transaction is written to the stock transaction file

A purchase on-order transaction (negative) is written to the stock transaction file if configured

When batch/serial stock items are received the following actions occur on update of the receipt

The physical stock level is increased by the quantity received

The purchase document number, date and supplier are recorded

The cost price is recorded