8.4.1. Entering Receipts

Receipt

In SocrateCloud receipts are managed in the Material Receipt window located in the Procurement -> Receipt menu. To enter a new receipt press the New Record button. The following fields are available:

• Material Receipt No - the document number (if not entered manually the system will automatically generate a number);

• Order Reference - enter a reference number for the transaction (e.g. contract number and date);

• Customs Bill of Entry - enter the associated bill of entry. Bill ef entries can be defined in the Customs Bill of Entry/Export window;

• Document Type - select a document sub-type with base document type "Material Receipt". Details in Document Types;

• Movement Date - date when the receipt is entered;

• Account Date - date for the associated accounting transactions;

• Vendor, Vendor Location, Contact - select the vendor from which the product are received;

• Warehouse - select the warehouse where the products are received;

• Priority - select from the list a document priority level;

• Representative - person responsible for the receipt;

• Freight Cost Rate - calculation method for transportation costs (only transport included is available)

• Create lines from - using this process, receipt details can be entered automatically based on a purchase order or vendor invoice;

• Generate Invoice from Receipt - process used to generate a vendor invoice based on the receipt;

The Reference section contains accounting dimensions used for analysis, determined by the accounting schema. Details in Accounting:

The Status section displays information about the document status (according to the document workflow):

• In Dispute - the document is disputed; requests can be used to manage disputes;

• Date Received - date when the receipt was processed;

• Receipt Match Requirement - select a document type that must be matched with the receipt;

• Create Confirmation - the process generates confirmations for the receipt. Confirmations are documents that must be processed before to processing the receipt. Details in Shipment confirmations;

• Movement Type - indicates the document type (determines the status sequence and processing rules);

• Document Status - indicates the current status for the document;

  • Initial Status: "Draft" - the document is being define. Can be edited or deleted;

• Document Action button:

  • "Complete":

    • • -> Document Status: "In Progress" - indicates that after being processed the document generated confirmations. In order to complete the document, all the respective confirmations need to be completed. The document cannot be edited or deleted;

      • > Document Status: "Completed" - the document generated its effects within the system. Cannot be edited or deleted;

• • • will mark the document as "Processed". A processed document can no longer be edited;

    • after successfully completing a receipt, the corresponding warehouse stock will be updated accordingly;

• • "Void" -> Document Status: "Voided" - all the document effects within the system are cancelled;

• • • voids the receipt effects:

      • generates an identical document with opposite sign for line quantities;

      • the generated document number will be indicated on the receipt description;

      • the generated document will have the following properties:

        • Document Status: "Reversed";

        • Document Date = voided document date;

        • Description = voided document number;

      • voiding a document is not possible if the corresponding product stock instance was consumed;

      • if the receipt generated mirror documents, the generated receipt will generate mirror documents;

• • "Reverse" -> Document Status: "Reversed" - all the document effects within the system are cancelled;

• • • reveres the receipt effects:

      • generates an identical document with opposite sign for line quantities;

      • the generated document number will be indicated on the receipt description;

      • the generated document will have the following properties:

        • Document Status: "Reversed"

        • Document Date = current date;

        • Description = reversed document number;

      • reversing a document is not possible if the corresponding product stock was consumed;

      • if the receipt generated mirror documents, the generated receipt will generate mirror documents;

• • "Close" -> Document Status: "Closed" - no other document action can be applied. No other documents can be generated based on closed documents. The document cannot be closed if associated unprocessed documents exist;

• In Transit - the stock movement is "in transit" - delivered and not received (for drop shipments);

Create Lines From

The process is used to enter receipt details automatically based on another document (vendor invoice, purchase order):

• Select the business partner from which the products are received;

• Select a purchase order or invoice as the source document;

• Select the lines you wish to copy. You may select all the lines or individual lines;

• Select the warehouse locator in which the products will be received;

• Press Ok to create the receipt lines.

The description and accounting dimensions will be copied from the source document to the purchase order for both master and details.

This method will automatically match the receipt with the source document.

Note: If the received products have attribute sets, after using the process the receipt details must be updated with the corresponding attribute values.

Note: Starting with v17.12, the bussiness partner field from "Create Lines From" form is read-only, containing the business partner from the receipt.

Receipt Lines

Receipt details can be entered manually in the Receipt Line tab or automatically using the Create Lines from or Copy Details processes in the Material Receipt window.

The Receipt line tab is used to manage receipt lines. For each product in the receipt a line must be entered. To enter a line press the New record button. The following fields are available:

• Quantity - enter the received product quantity (for the selected unit of measure);

• UOM - if a conversion between units of measure has been defined, an alternate unit of measure can be used on the receipt;

• Movement Quantity - received product quantity (for the base unit of measure);

• Target Quantity - quantity expected to be received;

• Confirmed Quantity - confirmed received product quantity (if receipt confirmations were generated);

• Scrapped Quantity - quantity differences due to loss, storage issues or quality problems;

• Project, Activity, Campaign, etc. - accounting dimensions used for analysis, determined by the accounting schema. Details in Accounting;

In the Confirmation tab the confirmations linked to the receipt lines will be displayed. The confirmations allow an additional audit of the receipt and product quality, before these become available in the warehouse.

Entering Lot Numbers

Click on the button next to the Attribute Set Instance field in the Receipt Details tab. A window will be display where the product lot number can be entered:

Available ways to enter lot numbers:

1. If Lot Control is activated the New Record can be checked to automatically add a lot number. If Lot Control is not activated the lot is entered in the Lot No field.

2. If the receipt is made on an existing lot press the Select existing record button to display the available lots for the product:

• Check Show All to view all the existing lots, including lots with passed expiration date or 0 stock;

• Select the desired lot from the list.

3. The Lot field can be used to select a predefined lot. Predefined lots can be managed in the Lot window. Select the desired lot from the list.

Expiration Date - by default the expiration date is generate automatically, based on the current date and the expiration term value. A specific date can also be entered;

In the Attribute Set Instance field the lot number will have the "L" prefix and the series number will have the "#" prefix. If multiple properties are available they will be concatenated based on the sequence defined in the attribute set, separated by "-". A new line must be entered for each specific product attribute instance.

Receipt Processes

The process is used to automatically generate an invoice for the receipt. In order generate the invoice the receipt must be valid and processed. The new invoice will be automatically matched to the receipt. The following parameters are available:

• Price List - select a price list used on the generated invoice; if not selected the vendor price list will be used. The prices will be rounded according to the price list used on the invoice;

• Invoice Document No - enter an invoice number;

• Document Action - select a document action to be automatically applied to the invoice: complete, prepare;

• Press the Start button to generate a vendor invoice.

The Generate Receipt form, located in the Procurement -> Receipt menu allows you to generate receipts for "Order-to-Order" procurement processes. This process applies in situations when every sales order has an associated purchase order, and when the products are received they are automatically prepared for delivery. For this process to work, in SocrateCloud, "boxes" need to be defined for the warehouses in use. The functionality is only available if the SRPD (Rapid-Purchase-Delivery) component is activated.