Receive stock

When to use

Use the procedure below when you receive Stock In , cost items of type Stock are physical inventory items such as materials and equipment. type cost items from your supplier that relate to a specific purchase order. When you receive that stock into :

• If all the ordered items are delivered, the purchase order's Status is flagged as Fully Received.
• If some of the ordered items were not delivered, the purchase order's Status is flagged as Partially Received. You can receive the remaining items progressively until they have all been delivered.

It's not necessary to receive any Service In , cost items of type Service are non-tangible offerings such as contractor fees, or a service or freight charge. type cost items on a purchase order.

When you need to process the supplier's invoice for Service type items, you can use the Add bill procedure.

Procedure

To receive stock relating to a specific purchase order:

1. In the Business menu, select Purchases.
2. On the Purchase Order Manager screen, drill down on the number of the purchase order you wish to receive stock for.
3. On the Purchase Order information screen, click Receive Stock.

   The Receive Stock button is available only when a purchase order contains one or more items of type Stock and there are still cost items to be received.

4. On the Purchase Order Stock screen, provide the following information, as required.
   

   Field	Description
   Purchase Order Information
   Date Received	The date the stock was received (default = today). Change this if required by selecting a date from the pop-up calendar.
   Stock Receipt ID	Each time you receive stock relating to a specific purchase order, automatically generates a new Stock Receipt ID. If you receive all the ordered cost items on a purchase order at one time, there is only one Stock Receipt ID (#1) for that purchase order. However, if you receive three deliveries, for example, to fulfil the purchase order, an additional Stock Receipt ID is generated for each delivery (#2 and #3). Then when the supplier's bill arrives, you use the Stock Receipt ID (or IDs) to link the supplier's bills to one or more deliveries. The Stock Receipt ID is read-only.

5. If you have the supplier's billing invoice details available, perform Steps a-b below. If the details are not available, you can use the Add bill procedure later to attach the bill to each stock delivery.
   1. Click + Add Bill Information and provide the following information to attach the bill to the current stock delivery.
      

      Field	Description
      Invoice Date	The date shown on the supplier's invoice (default = today). Change this if required by selecting a date from the pop-up calendar.
      Due Date	The date that the supplier's invoice must be paid by. Change this if required by selecting a date from the pop-up calendar.
      Invoice ID	The supplier's invoice reference number. Type in the text/number shown on the invoice.

   2. Save. If you need to remove or change the invoice details, click the .
6. Provide the following information as required.
   

   Field	Description
   Stock Receipt Notes	Any notes, comments or reference information that you want to record against the current Stock Receipt ID.
   Received Items
   Ordered	The number of each cost item ordered on the purchase order.
   Received	When you save the stock receipt, the Received column is updated to show the number of each cost item actually received in the current delivery.
   Quantity	The outstanding number of each cost item still to be received (default value is #Ordered minus #Received). If necessary, replace the Quantity with the actual number of each item received in the current delivery.

7. If additional items have been received, which were not on the original purchase order, add details, as required.
   1. Click + Add Additional Items.

      Field	Description
      Add Additional Item
      Name	Name of the item whose cost is to be included in the purchase order. The text you type is matched against the cost items, stored in the Cost Admin database ( > Settings > Costs), so that you can select one of these items if you wish. Alternatively, you can just type in details of a new cost item (which is added to the stock receipt but not to the Cost Admin database). You need to click Create "<cost name>" at the bottom of the search drop-down to name the new cost item.
      Quantity	The number of additional cost items received.
      Unit Cost	Cost of each item (excluding tax).
      Cost Code	The supplier's or manufacturer's code for the item.
      Type	The type of cost item is Stock or Service. If you select a cost item from the Cost Admin database, the type is already set for that item and cannot be changed. If you are adding a new cost item to the bill, select Stock for a physical inventory item or Service for non-tangible offerings such as contractor fees, or a service or freight charge.
      Tax 1, Tax 2	The tax rate to apply to the item. You can select two tax rates if you need to apply tax at a local and a federal level, for example. These tax rates are set in your Organisation settings.
      Cost Notes	Any notes or comments you include here will show under the cost item name.

   2. Add to add the new cost item to the purchase order.
   3. Repeat Steps a-c until you have added as many new items as required.
8. Save your changes.
   
   • When quantity Received = quantity Ordered, the purchase order's Status in Purchase Order Manager is set to Fully Received. Otherwise, Status is set to Partially Received. If a purchase order contains Service type items, the Status remains as Partially Received until the supplier's bill has been processed.
   • A summary of the stock received is displayed at the bottom of the screen. If there are multiple stock deliveries for the purchase order, the Stock Receipt ID, Date Received, Billing status (Awaiting Bill, Billed) and Invoice number are shown for each delivery.
   • Any additional items received (that were in the purchase order but not already in the job) are added to the job as estimated (not actual) costs.
9. If there are any items still to be received, repeat Steps 1-9 until the purchase order is fully received.