Purchase orders - Marking stock as delivered

Solution Properties

Solution ID:

200427112417633

Last Modified Date:

Thu Nov 30 07:28:57 UTC 2023

Taxonomy Path:

Case category//How do I...//processing

Author:

[email protected]

Purchase orders - Marking stock as delivered

Description

There are multiple ways to record the delivery of stock from your suppliers against a purchase order.

Received note	The Received note option provides a quick and easy way of recording the deliveries you make for your purchase orders. You can use this option to record deliveries against more than one purchase order at the same time. You would also this option to create a Goods Received Note (GRN).
Amend deliveries	You can use the Amend deliveries option to record a part-delivery of goods against a purchase order.
Receive deliveries	You can use this option when you want to record the delivery of goods against the selected purchase order. This option also prints a Goods Received Note (GRN) and updates the product record.

CAUTION: A purchase order must be placed on order before you can mark it as delivered.

If you incorrectly complete a purchase order you may need to delete or reverse it.

How to use the Received note option

Click Purchase orders and select the required orders then click Received notes.

TIP: For more information about the options in the Received Notes window -Read more >

GRN No.	The goods received note number appears here automatically. You cannot change this number.
Date Received*	The software date appears here automatically. You can change this, if required.
Supplier GRN No.	Enter the supplier's goods received note or delivery note number here as a reference.
Supplier A/C Ref*	From the drop-down list, choose the relevant supplier. Only suppliers for the selected purchase orders are shown in this list.
Project Reference	This only appears if project costing is enabled in Settings > Company Preferences > Parameters. The project reference from the order appears.You can choose a different project as long as the order has not been part delivered. If you change the project reference, it updates the order and the committed costs of the projects.
Details	This shows the item description from the purchase order.
Order No.	The purchase order number appears here.
Product Code	The product code appears here. You cannot change this code.
Part No.	If there is a part number in the product record, it appears here.
Details	Shows the item description from the purchase order.
Project Ref	This only appears if project costing is enabled in Settings > Company Preferences > Parameters. The project reference from the order appears. You can choose a different project, as long as the order has not been part delivered. If you change the project reference it updates the order and the committed costs of the projects.
Cost Code	This only appears if project costing is enabled in Settings > Company Preferences > Parameters. The cost code from the order appears, this is the cost code used to apply the committed costs of the goods when the order was placed. The cost code can be change provided the order line has not been part delivered. Changing the cost code updates the order line and the committed costs of the cost codes involved.
Ordered	Shows the total quantity ordered.
To Deliver	Shows the number of outstanding items to be delivered from the purchase order.
Received*	If you want to record the complete delivery of all the items on the goods received note > Receive All. This moves the value from To Deliver to the value to the Received column for all items. The order status is changes to COMPLETE, when you save the goods received note. If you have received part of an order, enter the quantity of items that have been delivered. The order status is changed to Part when you save the goods received note. NOTE: You cannot enter a value greater than the quantity in To Deliver.
Total Quantity Received	The total quantity of goods received on this GRN.

*This information is mandatory.

Enter the Date Received and if required, enter a Supplier GRN No.
Select either the Supplier A/C Ref, the Project Reference, or a combination of both.
In the Received column enter the required values for each item, or to receive all of the items into stock click Receive All.
Click Save and if prompted to print a Received Note click Print Now or Print Later as required.

NOTE: Click Print Now to print the received note. Click Print Later to print later, where you can print the note at any time from the Deliveries tab of the purchase order.

Depending on the Received Note options this message may not appear.
Click Close.

TIP: It's from within this option that you can create a Goods Received Note (GRN).

How to use the Amend deliveries option

Click Purchase orders and select the required orders then click Amend deliveries.
In the This Delivery column enter the delivered amounts.

By default, the This Delivery column shows the full amounts still to be delivered.
Click Deliver then click Yes and click Print Now or Print Later as required.
If more than one order was selected, click Next and repeat from step 2.
Click Close.

TIP: You can also use the Amend deliveries option to cancel a purchase order.

How to use the Receive deliveries option

Click Purchase orders and select the required purchase orders and click Receive deliveries

What happens next depends on what options are set in Settings > Invoice and Order Defaults > Options > GDN and GRN Options > Goods Received Notes.

Option	Steps
Generate for all Deliveries (Default)	The following message appears: 'Do you wish to update stock and record delivery for the selected orders?' To record the receipt of the goods and print a GRN click Yes If you don't want to record receipt of the goods or print a GRN click No
Prompt at each received	The following message appears: 'Do you wish to update stock and record delivery for the selected order(s)?' This message also displays a Generate Goods Received Note(s)? check box. If you want to record receipt of the goods, but don't want to print a GRN click Yes If you don't want to record receipt of the goods or print a GRN click No If you want to record receipt of the goods, and also want to print a GRN, select the check box and click Yes
Do not generate	The following message appears: 'Do you want to update stock and record delivery for the selected orders?' If you want to record receipt of the goods click Yes If you don't want to record receipt of the goods click No

For each purchase order selected, a Delivered status of COMPLETE is shown.

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