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1. Adding Goods Receipts
Inventory>>Orders/Receipts>>Goods Receipts
Note: For audit purposes, normal practice is to link every GR to a corresponding PO. However, if Parameter 1360 is ticked, a PO number is not required when creating a GR.
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1.
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Click "Add new record" and enter header details. Only suppliers ticked as "Inventory" in the Supplier reference file can be selected.
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2.
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Status defaults to "Draft" (see below).
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3.
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Select the corresponding PO number. Only PO numbers related to the chosen supplier will be displayed.
Orders raised from within an R&M job show the job number in brackets and must be receipted from the originating job. This helps to ensure R&M staff are aware of the delivery. However, POs/GRs completed in R&M still display in the Inventory module.
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4.
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Enter additional data and click Update.
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5.
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The GR will open to display the parts on the corresponding PO. Amend quantities etc as necessary. Click Receive to complete the process.
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6.
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When any parts in the GR are received, status updates to "Active".
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7.
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If the received quantity is less than the order quantity, a back order is created.
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8.
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Change Status to "Closed" when no further parts are to be received on the PO/GR. This hides the GR from the default view.
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Creating a new Goods Receipt
2. GR Status
Draft
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Status is Draft until at least one of the parts is receipted.
In Draft, the GR can be edited and additional parts added.
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Active
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Applied automatically when the "Receive" button is clicked.
When Active, no further parts can be added and the supplier and related PO number (if any) cannot be changed.
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Closed
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When the GR is complete and all parts have been received, change the status to Closed by clicking Edit and using the drop down Status menu.
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3. Editing GR Details
Edit options depend upon the status of the GR as follows:
Change Requirement
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Allowed Status
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Action
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Date of GR
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Draft and Active
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Click "Edit" in the GR header row
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Supplier of GR
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Draft
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Click "Edit" in the GR header row
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Supplier Ref Number
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Draft and Active
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Click "Edit" in the GR header row
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PO number attached to GR
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Draft
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Click "Edit" in the GR header row
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Status (Active to Closed)
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Active
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Click "Edit" in the GR header row
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Comments
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Draft and Active
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Click "Edit" in the GR header row
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Add additional parts
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Draft
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Open the GR accordion and click "Add new record"
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Delete parts
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Draft and Active
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Open the GR accordion and click "Delete"
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Attach parts to a R&M job
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Active
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Open the GR accordion and click "Attach to Job"
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4. Deleting GRs
Generally, GRs should not be deleted. It can create a negative stock quantity.
When the status is changed to Closed they will be hidden from the normal view.
If a GR is deleted, available quantities are adjusted as if the parts were never received.
If those parts have been issued prior to deletion, it can result in a negative stock quantity.
Example:
Action
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Result
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1. Available Qty = 0
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2. GR Receipt Qty = 1
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Available Qty = 1
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3. Issue Qty = 1
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Available Qty = 0
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4. Delete GR
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Available Qty = -1
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If this has occurred, enter an adjustment for the part in the Inventory>>Part details>>Stock Adjustment tab
End of chapter.
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