Goods Received: Creating and Editing Transactions

How to Update Multiple Goods Received Transactions

1. Display a list of Goods Received (PO) transactions or Goods Received (WO) transactions.

2. Click Action (button) > Batch Update.

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

3. • Status: Select a Status from the dropdown list of statuses.

3. • Reference: Type a Reference in the provided block.

3. • Category: Select a Category from the dropdown list of categories.

3. • Entity: Select an Entity from the dropdown list of entities.

4. Click Update (button).

How to Update Multiple Goods Received Items

1. Display a list of Goods Received (PO) transactions or Goods Received (WO) transactions.

2. Click the items to change (use ctrl + left-click to select multiple items).

3. Click Action (button) > Batch Update.

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

4. • Assign to: Select a User from the dropdown list of users.

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

4. • Debit: Select a Ledger Account to Debit (e.g. Stock on Hand Finished Goods).

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

4. • Qty: Type the Quantity of goods received. 

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

4. • Unit Cost: Type a Unit Cost in the provided block.

4. • Unit Price and /Qty: Type a Unit Cost in the first block and the quantity included in the Unit Cost in the second block.

4. • 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.

4. • 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.

4. • Due Date: Set a Due Date by selecting a Date from the pop-up calendar in the first block and adjusting the Time in the second block.

5. Click Update (button).

How to Copy Goods Received (PO) to Supplier Invoices

ℹ️ To copy a single transaction: 

1. On the list of Goods Received transactions, right-click the transaction you want to copy and select Copy to Supplier Invoices from the context menu.

2. From within the Goods Received transaction, click Actions(button) > Copy to Supplier Invoices.

3. This feature is only available for Goods Received (PO) transactions.

1. Display a list of Goods Received (PO) transactions.

2. Select the Goods Received transactions to copy that have a transaction Status of Complete.

3. Click Actions (button) > Copy to Supplier Invoices.

4. Confirm the copy on the pop-up.

How to Create a Goods Received (PO) from Scratch

1. Navigate to Goods Received (PO).

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. Supplier: Select a Supplier from the dropdown list of suppliers.

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

   4. Reference: Type a Reference.

   5. Note: Type a Note.

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

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

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 (button).

         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 PO-COS Items: Select this option to copy items from a linked Purchase Order (COS).

      3. Items > Copy PO-INV Items: Select this option to copy items from a linked Purchase Order (INV).

   2. Popup: Click the Popup (button) and select Items to display a list of items

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

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

   3. Custom: Click Custom (button).

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

      2. Description column: Type a Description.

      3. Qty: Type the Quantity of goods received.

      4. Unit Price: Type a Unit Price.

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

      6. VAT Type: Select No VAT.

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

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

5. Click Save (button).

How to Create a Goods Received (WO) from Scratch

1. Navigate to Goods Received (WO).

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. Supplier: Select a Supplier from the dropdown list of suppliers.

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

   4. Reference: Type a Reference.

   5. Note: Type a Note.

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

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

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

   2. Popup: Click the Popup (button) and select Items to display a list of items

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

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

   3. Custom: Click Custom (button).

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

      2. Description column: Type a Description.

      3. Qty: Type the Quantity of goods received.

      4. Unit Price: Type a Unit Price.

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

      6. VAT Type: Select No VAT.

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

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

5. Click Save (button).

How to Create a Goods Received from a Purchase Order (COS) or Purchase Order (INV)

ℹ️ A Goods Received transaction can also be created from a list of Purchase Orders (List View) by right-clicking a Purchase Order and selecting the option from the context menu.

Typically, a Goods Received transaction is created from a Purchase Order for outsourced goods or raw materials.

1. Edit or create a Purchase Order (COS) or Purchase Order (INV).

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

3. Click Save (button).

4. Click Actions (button) > Copy to Goods Received (PO).

5. On the copy dialogue accept or edit the Status changes to the Purchase 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 (click) any items you do not want to copy.

7. Click Copy (button).

7. • Note: The Goods Received 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 Received Transaction from a Work Order

ℹ️ A Goods Received transaction can also be created from a list of Work Orders (List View) by right-clicking a Work Order and selecting the option on the context menu.

Typically, a Goods Received transaction is created from a Work Order for manufactured goods that are now finished (i.e. transferring raw materials to finished goods).

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 Received (WO).

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 (click) any items you do not want to copy.

7. Click Copy (button).

7. • Note: The Goods Received 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 Received Transaction

1. Navigate to Goods Received (PO) or Goods Received (WO).

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).

7. • 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 Received Transaction

1. Create or edit a Goods Received (PO) or Goods Received (WO) 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 or cloud 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 Received (WO) 

1. Create or edit a Goods Received (WO) 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 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 Received transaction was created (where xxx is the Work Order Number).

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

   4. Update the 'From' Transaction: Allows you to select a different Work Order Number as the source transaction.

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

How to Update a Linked Goods Received (PO) 

1. Create or edit a Goods Received Transaction (PO).

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. Update Items from Transaction: If there are linked transactions (e.g. landing costs) this will update the transaction with those items.

   3. Add all items from PO xxx: Appears when the item was created from a Purchase Order. This option will include any items that were not selected at the time the Goods Received transaction was created (where xxx is the Purchase Order Number).

   4. Update items from PO xxx: Appears when the item was created from a purchase order. This option will update the Goods Received transaction with any changes made to the copied items on the Purchase Order (where xxx is the purchase-order number).

   5. Update the 'From' Transaction: Allows you to change the source transaction (e.g. from Purchase Order (COS) to Purchase Order (INV)).

   6. 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 Received (WO) or Goods Received (PO) 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. 

3. • 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 Received Transaction

1. Create or edit a Goods Received (WO) or Goods Received (PO) 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:

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

4. • Adj %: Type a % to change the adjustment percentage.

4. • Qty: Type the Quantity of goods received.

4. • 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.

4. • Group: Type the name of a Group.

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

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

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

4. • Debit: Select a Ledger Account to Debit (e.g. Stock on Hand Finished Goods).

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

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

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

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

4. • 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.

4. • Due Date: Set a Due Date by selecting a Date from the pop-up calendar in the first block and adjusting the Time in the second block.

5. Click Update (button).

How to Allocate Landing Costs

1. Create or edit a Goods Received (PO) or Goods Received (WO) transaction with the Status Pending or Active.

2. Click Menu (button) > Landing Costs > Allocate Landing Costs.

3. Click the transaction on the list that contains the landing costs.

4. Select the Items you want to allocate.

5. Confirm the change in Statuses or select a new Status for both the Supplier invoice (SI-EXP). and the Goods Received (PO) transaction.

6. Click Allocate (button).

How to Clear Landing Costs

1. Edit the Goods Received (PO) or Goods Received (WO) transaction with the landing costs.

2. Click Menu (button) > Landing Costs > Clear Landing Costs.

3. Confirm that you want to clear the costs on the pop-up.

How to View Landing Costs

1. Edit the Goods Received (PO) or Goods Received (WO) transaction with the landing costs.

2. Click Menu (button) > Landing Costs > View Landing Costs.

3. The Landing Costs transaction will be opened on the right.

How to Convert an Estimate to an Item on a Goods Received (WO) 

1. Create or edit a Goods Received (WO) transaction.

2. Right-click an entry of the Type EST on the transaction and select Convert to Item from the context menu.

3. The item type will be changed from EST to ITM.

How to View / Edit Variables liked to an Item on a Goods Received (WO) 

1. Create or edit a Goods Received (WO) transaction. 

2. Right-click an entry and select View/Edit Variables from the context menu.

   • Note: If the entry was previously converted from EST to ITM (see above), selecting this option will revert the entry to EST.

Related Topics

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

• Reference: Goods, Issued, Received, or Returned