Purchases - Goods In

Purchases - Goods In

INTRODUCTION

After a Draft PO has been verified by the supplier and then finalised the next stage is for the supplier to despatch the goods and to be booked into the company adding stock levels for the goods.

SECURITY

Additional System Parameters – Purchases Tab
If set you must enter a valid user identity.

CREATE GOODS IN

Go to Purchases - Orders - Goods and Services Agreed


The cursor will start in either the User Id field or the Supplier field depending on whether the parameter Mandatory Receive By is checked or not.

You may now either enter the Supplier account number ( or use look up) or if you know the Purchase Order number enter it in the Purchase Order field (or use the look up). If you enter the supplier the look up for the PO number will be restricted to just those POs open for the supplier.

Depot will default to the default depot. You can change it to any other depot on a wide area network. If the depot is remote i.e. not on the same computer network as your depot you cannot receive goods for that depot.
Date of Receipt will default to the current processing day. Amend this if required
Delivery Note: This is a mandatory field  for the supplier’s delivery note number.
On selection of the PO the grid will be populated with details of the purchase order. For our example we will use the PO we created earlier in this chapter. If you remember we created a note to be displayed on goods in. Before any data is loaded the system will check for any notes to be looked at. In our example therefore we would see the following message



Notes

If you press Yes the notes screen is automatically opened
If you cannot read this note double-click on it to load into the text field at the bottom of the screen. The Notes screen can be opened at any other time to add notes if required. See Para 43 of this chapter.

If you cannot read this note double-click on it to load into the text field at the bottom of the screen.
The Notes screen can be opened at any other time to add notes if required.

Once any notes have been viewed the data is populated as follows:










You will see that for goods in fashion items are now presented in one line per colour and size.
To receive goods either press Receive All or go through the order line by line to receive the items.

To receive items individually click on the line. Rec’d Today will automatically be set to Qty Ord (less Qty Rec’d if this PO has already been part received)
If the quantity delivered is less or more than the quantity ordered click on the line again. The system will prompt ‘Do You Wish To Remove The Quantity Received?’ Answer yes and the cursor will be in the Rec’d Today field and allow you to manually enter the quantity.

If you are receiving a volume stock item i.e. timber when you click on the line the following screen is displayed


When you open this screen the system will automatically set Qty Rec’d Today to the Qty Ordered less any Qty Received. You can edit the number of lengths if required. If another length has been delivered by the supplier you can click on Add Length to add another length to the order for receipt.

ADD ITEM

It is possible at this point to add another stock code.
This might be necessary if a substitute product has been sent by the supplier .
This will open up the standard Add Item screen as described in Creating a Purchase Order.
In this example we will add a batch-tracked item.
This is an item such as animal feeds or medicines that you are legally required to track by batch number from receipt to sale or disposal of.


The added item will appear at the end of the order



EDIT ITEM

You may also want to edit an existing item in the order. Press this button to display the following screen

You can edit the Quantity and Price fields on this screen (Price only if you have the correct security level). Note that if you have already received part of this line at one price you will no longer be able to edit the price.

SAVE

When you have entered all the stock you want to receive click ion the Save button. If the stock you are booking includes batch tracked items you will be prompted to enter the batch details at this point


Enter the fields as follows
·       This is the batch number of the stock delivered.
·       Quantity in the batch. Note that this is in singles so make sure you enter the correct quantity.
·       A batch tracked item may also have an expiry date after which it can’t be sold. If the item has been set up in this way the                Expiry Date filed will be enabled.

The system will not allow you to exit this screen unless you have entered batches with quantities that add up to full amount. Once any batch items have been entered the system will book everything into stock.

If you have the parameter XXX set the system will now prompt you to print barcode labels that when created have their label type set as Individual Labels i.e. attached to the product as opposed to shelf labels



If Agility is integrated to the EiTrax document management system a barcode label will be printed that can be stuck onto the delivery note prior to scanning. This enable you to see the scanned document directly from within Agility.
If you use the sales order process to sell your products instead of EPOS the system will now allocate the stock booked in against sales orders. The following screen is displayed to show all allocations.











Stock is allocated on a first come basis. This screen allows you to amend the allocations. See Agility Professional Sales Manual for more information on Sales Orders

CLOSE RECEIPTS FOR PO

You can book stock in against a purchase order as many times as you like until all stock has been ordered. This is not the case however if the No Back Order flag is set for your supplier. On the first Save the system will automatically adjust the PO so that no more stock can be booked in. If this flag is not set, you may know that no mote stock is to be delivered. In that case by clicking the Close Receipts for PO button you can manually reset the PO to stop further receipts

RECEIPTS TO DATE

Click this button when opening a PO a second time to book in stock to display all stock already booked in.


This screen displays all stock booked in to date with the delivery note number and date of delivery.
If you have Eitrax document management system clicking the Show Goods In button will display the scanned goods in delivery note.

REVERSE GOODS IN

Sometimes you may make an error booking in stock. Agility has a goods reversal option to correct this type of error.
Navigate to the Goods in screen and then enter the PO number in the purchase order field.
Select the line with the error and click on Reverse Goods to display this screen



​Enter the quantity to be reversed out and click Reverse.


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