Receipt of items in stock

Tutorial content:

• Create a new good received note
• Add item to good received note
• Accept goods to stock
• Create a print template

Creating a new good received note

When receiving goods into the stock, the given type of goods must be added to the stock card. This means that this card must already exist. The description of its introduction can be found in Stocks records and monitoring of signal quantity in inventory.

In the open application, select the INVENTORY module from the menu bar. From the frame in the left part of the window, click on the item Good received notes. A list of current GRN will be displayed (if you have not entered any yet, the list will be empty). In this list, you can edit already entered GRN by clicking on the icon with a pencil next to each of them. For more, see section Stocks records and monitoring of signal quantity in inventory.

You can create a new GRN by clicking on the New good received note button. In the subsequently opened window, you can select the properties of the new GRN.

Items marked with an asterisk are mandatory and must be completed. These are:

• Business unit... the accounting unit under which invoices can be issued are set in the Settings application of the FINANCE module.
• Currency... you select the currency in which the GRN will be invoiced from the drop-down menu.
• Date... the date of issue of the GRN (it is advantageous to use the attached calendar to enter the date and time).

The meaning of other items is as follows:

• Friendly name... enter a name that will easily identify the GRN in the Good received notes viewing window.
• Stock... from the drop-down menu, select the stock where the goods from the GRN will be stored. You can create and edit a list of stocks in the Stocks viewing window.
• Stock clerk... just logged in user processing the GRN.
• Contract… if the GRN is bound to some contract, it can be assigned to it by picker. The Picker window with contracts will open, from which you can click to link the contract to the GRN, or edit the contract. (For more on creating and editing contract, see section Store.) To cancel the assignment of a GRN to a contract, press the Delete button.
  

In the next section Supplier you identify the supplier of the goods by filling in the following fields:

• Supplier name... you can enter it either directly by writing it or by clicking on the magnifying glass icon - Select a supplier from the adress book. If you choose the second option, a list of your suppliers and customers will be displayed. The supplier can then be selected from it by clicking, the pencil icon again means that the contact can be selectedto edit.
• Identification number, VAT number... the supplier's inventory number can be entered again either by writing it directly, or (for example, if you don't know it) via the ARES database, which you can start by clicking on the question mark icon. There you will also find the VAT number.

In the next section, you can enter the supplier's contact address. This can be useful if the supplier has multiple contact addresses and you want to select a specific one. If you want this address to be present on the GRN, you must first check the box Supplier address, which will make this part active. If you selected a supplier from the list of a previously established supplier, the fields Street, Zip Code, City and Supplier's ID will be filled, which is actually his serial number in the list of suppliers. These data can be changed after clicking on the magnifying glass icon Select postcode, city and country from the list of municipalities..., which will display a window with additional supplier contacts. Select one by clicking on its name.

Add item to good received note

This is followed by adding the items to the GRN. This can be done in two ways.

1. Through the list of stock items. Enter the number of pieces of the item, enter the number in the Add item field and click on the button Add item to note... The Picker window will open with the currently registered items in the stock. Click on the selected list item to add that species to the GRN.
2. By scanning the barcode. Click in the Barcode field and scan the product's barcode with the scanner. Then click the button Add an item with a unified barcode..., which will bring up a window with the goods that have this barcode. Click on the selected item to add it to the list.

You can check the selected GRN items in the two attached tables: Goods received note items and Summary of items.

These tables differ mainly in that, while the second represents a summary of all GRN items, the first contains a breakdown of individual types of goods (by number of pieces). In the first table, you can also add barcodes to individual pieces and add their purchase and sale price. If you change the price, update the content of the table by pressing the Update button. You also have the option (by clicking on the pencil icon next to the GRN item) to edit individual GRN items in more detail in the window that appears after clicking on the pencil icon. There are several fields in it that must be filled in (Quantity and Unit sales price), others (Bar code, Serial number, Unit purchase price, Purchase price, Sales price) are optional. In this window, you have one more option, namely attaching an attachment to the GRN item via the Browse button. The meaning of the buttons below the window is already obvious:

• Save... you save the attachment in the GRN and return to the Goods received note item window.
• Delete... is active, if you edit an existing attachment, use this button to delete it.
• Back... you return to the Goods received note item window without making any changes.
• Save and new... saves the given attachment and reopens the attachment window to define a new attachment.

You can attach any number of attachments to a GRN. They will all appear in the Attachments to item table in the Goods received note item window. Any attachment can be edited if you click on the pencil icon next to its name.

Receipt of goods to stock

In the section Options you will find the following functions:

• Stock receipt... if the goods from the receipt are already received in stock, this fact can be registered in the system by checking this field. The given receipt will then no longer be marked as pending in the list of receipts. If this checkbox is inactive, the receipt has already been received.
• Cancel stock receipt... if you want to cancel a received receipt (you can recognize it in the list of receipts by being marked with a green rectangle), you can do so by checking this box. If this field is inactive, the receipt is not accepted and therefore cannot be reversed.

Creating a print template

As the last part of this window, there is an option to create a receipt in print form for PDF. All you have to do is press the Print goods received note button, which will display an inscription in the form of Print goods received note.pdf (file size). Click on this inscription to open the PDF file with the illustrated GRN.

Click the Save button to confirm the entry of the GRN into the list of Goods received note and you will be redirected to the Goods received notes preview window. Use the Delete button to delete the currently open GRN, the Back button is used to return to the list of GRN without saving, and if you want to save the unfinished GRN in its current form (and work on it later), press the Save button and continue editing.