How to use the Received note option
- Click Purchase orders and select the required orders then click Received notes.
TIP: For more information about the options in the Received Notes window -Read more >
GRN No. | The goods received note number appears here automatically. You cannot change this number. |
Date Received* | The software date appears here automatically. You can change this, if required. |
Supplier GRN No. | Enter the supplier's goods received note or delivery note number here as a reference. |
Supplier A/C Ref* | From the drop-down list, choose the relevant supplier.
Only suppliers for the selected purchase orders are shown in this list. |
Project Reference | This only appears if project costing is enabled in Settings > Company Preferences > Parameters.
The project reference from the order appears.You can choose a different project as long as the order has not been part delivered.
If you change the project reference, it updates the order and the committed costs of the projects. |
Details | This shows the item description from the purchase order. |
Order No. | The purchase order number appears here. |
Product Code | The product code appears here. You cannot change this code. |
Part No. | If there is a part number in the product record, it appears here. |
Details | Shows the item description from the purchase order. |
Project Ref | This only appears if project costing is enabled in Settings > Company Preferences > Parameters.
The project reference from the order appears. You can choose a different project, as long as the order has not been part delivered.
If you change the project reference it updates the order and the committed costs of the projects. |
Cost Code | This only appears if project costing is enabled in Settings > Company Preferences > Parameters.
The cost code from the order appears, this is the cost code used to apply the committed costs of the goods when the order was placed. The cost code can be change provided the order line has not been part delivered.
Changing the cost code updates the order line and the committed costs of the cost codes involved. |
Ordered | Shows the total quantity ordered. |
To Deliver | Shows the number of outstanding items to be delivered from the purchase order. |
Received* | If you want to record the complete delivery of all the items on the goods received note > Receive All. This moves the value from To Deliver to the value to the Received column for all items. The order status is changes to COMPLETE, when you save the goods received note.
If you have received part of an order, enter the quantity of items that have been delivered. The order status is changed to Part when you save the goods received note. NOTE: You cannot enter a value greater than the quantity in To Deliver. |
Total Quantity Received | The total quantity of goods received on this GRN. |
*This information is mandatory.
- Enter the Date Received and if required, enter a Supplier GRN No.
- Select either the Supplier A/C Ref, the Project Reference, or a combination of both.
- In the Received column enter the required values for each item, or to receive all of the items into stock click Receive All.
- Click Save and if prompted to print a Received Note click Print Now or Print Later as required.
NOTE: Click Print Now to print the received note. Click Print Later to print later, where you can print the note at any time from the Deliveries tab of the purchase order.
Depending on the Received Note options this message may not appear.
- Click Close.
TIP: It's from within this option that you can create a Goods Received Note (GRN).
How to use the Receive deliveries option
- Click Purchase orders and select the required purchase orders and click Receive deliveries
What happens next depends on what options are set in Settings > Invoice and Order Defaults > Options > GDN and GRN Options > Goods Received Notes.
Option | Steps |
Generate for all Deliveries (Default) | The following message appears:
'Do you wish to update stock and record delivery for the selected orders?' - To record the receipt of the goods and print a GRN click Yes
- If you don't want to record receipt of the goods or print a GRN click No
|
Prompt at each received | The following message appears:
'Do you wish to update stock and record delivery for the selected order(s)?' This message also displays a Generate Goods Received Note(s)? check box.- If you want to record receipt of the goods, but don't want to print a GRN click Yes
- If you don't want to record receipt of the goods or print a GRN click No
- If you want to record receipt of the goods, and also want to print a GRN, select the check box and click Yes
|
Do not generate | The following message appears:
'Do you want to update stock and record delivery for the selected orders?' - If you want to record receipt of the goods click Yes
- If you don't want to record receipt of the goods click No
|
For each purchase order selected, a Delivered status of COMPLETE is shown.
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