Goods Issued: Creating and Editing Transactions

How to Create a Goods Issued Transaction from Scratch

1. Navigate to  Goods Issued.

2. Click New (button).

3. Fill in the header information as follows:

   1. Date: Select a Date from the calendar dropdown list (defaults to today).

   2. Customer: Select a Customer from the dropdown list of customers.

   3. Contact: Select a Contact Person from the dropdown list of contact people.

   4. Reference: Type a Reference.

   5. Asset: Select an Asset from the dropdown list of assets (if applicable).

   6. Note: Type a Note.

   7. Category: Select a Category from the dropdown list of categories (if applicable).

   8. Order No.: Type an Order Number.

   9. Terms: Select the Terms from the dropdown list of terms.

   10. NCR: Select a Non-conformance Report from the dropdown list (if applicable).

4. Fill in the item section as follows:

   1. Items:

      1. Items > Add Items: Select this option to manually add items.

         1. Select a Category in the block next to Popup.

         2. Select an Item in the dropdown list next to the Category.

         3. Fill in the Quantity in the Qty block.

         4. Click Add (button).

         5. Edit or enter the Unit Price.

         6. Edit or enter an Adjustment: Type a negative percentage to reduce the price (discount), or a positive percentage to increase the price (surcharge).

      2. Items > Copy SO Items: Select this option to copy items from a linked Sales Order.

      3. Items > Copy WO Items: Select this option to copy items from a linked Work Order.

   2. Popup: 

      1. Click the arrow on the Popup (button) and select Items to display a list of items.

         1. Click View (button) to generate a list.

         2. Click the item(s) to add and click Add (button).

      2. Click the arrow on the Popup (button) and select Timekeeping to display a list of linked Timekeeping Records.

         1. Click a Timekeeping Record and click the Select (button).

   3. Custom: Click Custom (button).

      2. 2. • Note: Certain fields are unavailable for custom items. If you need those fields, create an item instead of using the custom option.

1. Description column: Type a Description.

2. Qty: Type the Quantity of Goods Issued.

3. Unit Price: Type a Unit Price.

4. Adj %: Type a percentage Adjustment (if applicable).

5. VAT Type: Select No VAT.

4. 3. 2. 2. • Note: Internal stock transfers do not impact VAT.

5. Repeat Step 4 to add more items and/or right-click an item and select Copy Item from the context menu (edit the copied line as needed).

   2. 2. 2. • Note: To remove an item, right-click the item and select Delete Item from the context menu.

6. Click Save (button).

How to Create a Goods Issued Transaction from a Sales Order

ℹ️ Typically, a Goods Issued transaction is created from a Sales Order for Finished Goods.

1. Edit or create a Sales Order.

2. Set the Status of the Sales Order to Active.

3. Click Save (button).

4. Click Actions (button) > Copy to Goods Issued.

5. On the copy dialogue accept or edit the Status changes to the Sales Order:

   1. Header: Select a different Status from the dropdown list or click the no-editing button (pencil with a line through it) to leave the Status unchanged.

   2. Items: Select a different Status from the dropdown list or click the no-editing button (pencil with a line through it) to leave the Status unchanged.

6. Unselect any items you do not want to copy.

7. Click Copy (button).

   2. • Note: The Goods Issued transaction will be created. It will be opened if the Open new Transaction checkbox has a checkmark in it (bottom left corner).

How to Create a Goods Issued Transaction from a Work Order

ℹ️ Typically, a Goods Issued transaction is created from a Work Order for Raw Materials.

1. Edit or create a Work Order.

2. Set the Status of the Work Order to Active.

3. Click Save (button).

4. Click Actions (button) > Copy to Goods Issued.

5. On the copy dialogue, accept or edit the Status changes to the Work Order:

   1. Header: Select a different Status from the dropdown list or click the no-editing button (pencil with a line through it) to leave the Status unchanged.

   2. Items: Select a different Status from the dropdown list or click the no-editing button (pencil with a line through it) to leave the Status unchanged.

6. Unselect any items you do not want to copy.

7. Click Copy (button).

   2. • Note: The Goods Issued transaction will be created. It will be opened if the Open new Transaction checkbox has a checkmark in it (bottom left corner).

How to Edit a Goods Issued Transaction

1. Navigate to Goods Issued.

2. Click Menu (button) > Transactions or click Menu (button) > Items.

3. Apply any of the Filters.

4. Click View (button).

5. Double-click a Transaction or Item that has a Status of Pending or Active to open it (or right-click and select Open Transaction from the context menu).

6. Make any changes.

7. Click Save (button).

   • Note: To edit a transaction with the Status of Complete, open the transaction and change the Status to Active.

How to Add an Attachment or Link to a Goods Issued Transaction

1. Create or edit a Goods Issued transaction.

2. Click Actions (button) > Add Attachment/Link.

3. Type a Description in the block below Description.

4. Select a Type from the dropdown list below Type.

5. Paste a URL in the block or click menu (...) to browse the file on your local server.

6. Select the Item to link to from the dropdown list below Transaction Item.

7. Click Save (button).

8. Click Close (button).

How to Update a Linked Goods Issued Transaction

1. Create or edit a Goods Issued transaction.

2. Click Actions (button) > Update Transaction and select an option:

   1. Update Transaction from Setups: If any information (e.g. the unit price) was changed on the item's setup, it will be applied to the transaction.

   2. Add all Items from SO xxx: Appears when the item was created from a Sales Order. This option will include any items that were not selected at the time the Goods Issued transaction was created (where xxx is the Sales Order Number).

   3. Update items from SO xxx: Appears when the item was created from a Sales Order. This option will update the Goods Issued transaction with any changes made to the copied items on the Sales Order (where xxx is the Sales Order Number).

   4. Add all items from WO xxx: Appears when the item was created from a Work Order. This option will include any items that were not selected at the time the Goods Issued transaction was created (where xxx is the Work Order Number.

   5. Update items from WO xxx: Appears when the item was created from a Work Order. This option will update the Goods Issued transaction with any changes made to the copied items on the Work Order (where xxx is the Work Order Number).

   6. Update the 'From' Transaction: Allows you to switch the transaction the Goods Issued transaction was created from (e.g. a Work Order instead of a Sales Order).

   7. Link Transaction to an SM: Will link the transaction to a Service Manager Ticket.

How to Automatically Re-Order the Line Items by Group

1. Create or edit a Goods Issued transaction with multiple line items.

2. Optional: Use the field-chooser (*) to display the group column if it is not displayed.

3. Click Actions (button) > Order Items by Group. 

   • Note: You can manually re-order line items by right-clicking the line and selecting Move Up or Move Down from the context menu.

How to Update Multiple Items on a Goods Issued Transaction

1. Create or edit a Goods Issued transaction with multiple line items.

2. Select the Items you want to change.

3. Click Action (button) > Batch Update.

4. Select an option from the Batch Update dropdown list and fill in the required information:

   • Status: Select a Status from the dropdown list of statuses to change the Item's Statuses. 

   • Adj %: Type a % to change the Adjustment percentage.

   • Qty: Type the Quantity of Goods Issued.

   • VAT: Select a Default VAT Type in the first block and / or whether the price Includes (Inc) or Excludes (Exc) VAT in the second block.

   • Group: Type the name of a group.

   • Resolve: Select a Resolve option from the dropdown list.

   • Check in: Select a Date and Time to set a check-in / or click Delete to delete the Check-in Date and Time.

   • Check out: Select a Date and Time to set a check-out / or click Delete to delete the Check-out Date and Time.

   • Debit: Select a Ledger Account to Debit (e.g. Cost of Sales).

   • Credit: Select a Ledger Account to Credit (e.g. Stock on Hand).

   • Location: Select a Location from the dropdown list of locations.

   • Department: Select a Department from the dropdown list of departments.

   • Unit Price: Type a Unit Price in the block.

   • Start Date: Set a Start Date by selecting a Date from the popup calendar in the first block and adjusting the Time in the second block.

   • Due Date: Set a Due Date by selecting a Date from the popup calendar in the first block and adjusting the Time in the second block.

5. Click Update (button).

Related Topics

• View Goods Issued Transactions, Customise Views, Print, Export and Email Reports.

• Goods Issued Tutorial: Batch Updates and Copy

• Reference: Goods, Issued, Received, or Returned