iVend POS - Multiple Ways of Receiving Stock at the Store
iVend Retail POS – Receiving Goods at the Store
In this article we will understand the different types and methods for receiving items at the store. This is part of the Business (Inventory) Transactions that take place at the store.
The different methods for receiving stock at the store are described as follows:
1. Goods Receipt: This type of receipt is created where there is an absence of a base document such as a Purchase Order or Stock Transfer Shipment. The user can create a Goods Receipt to increase the quantity of the available stock for one or more items in the system without first creating the base document such as the Purchase Order.
To create a Goods Receipt, please follow the steps mentioned below:
a. In the Management Console, go to: Operations > Business Transactions > Goods Receipt
b. Click [F3 New] – The system will display the Goods Receipt entry screen as shown in the following image:
a. Enter the Goods Receipt number if not automatically generated by the system.
For the document number to be auto generated, the Document Number Series must be defined in the system for Goods Receipts.
Fill in the other information in the header as required. In the scenario that the items are being received from a vendor, then select the business partner type as vendor and then select the vendor name in the Business Partner Field. The selection of the Business partner is optional. Select the price List, which is usually the purchase/cost price list.
The system will automatically assign the price list if it has been defined in the setup for the store however, the user can change this if desired.
b. Click the [Add Product] button to open product search screen. The user can search and select one or more products to be received. On selection in search screen, the product(s) will be added to the Goods Receipt.
Note: In addition to adding the product(s) manually, the user can also scan the products through a barcode scanner or import them via a comma separated import file to add in the list. These features will be explained in a little more detail, later in the document.
a. Please enter the numbers of product being received in the Quantity field.
b. Press [Ok} to create the Goods Receipt.
c. iVend saves the transaction and posts the Goods Receipt to the system, then displays the Goods Receipt document. This can be printed if required for the record.
1. Goods Receipt PO (GRPO): This type of receipt is performed against a Purchase Order which has been created previously in iVend. To create a GRPO please follow the steps mentioned below:
a. In the Management Console, go to: Operations > Business Transactions > Goods Receipt PO
b. Click [F3 New]. The system will display a list of all the open Purchase Orders.
c. Select a Purchase Order and then click [Ok].
a. The Goods Receipt PO screen opens, with details including the vendor, order total, products and their ordered quantity, etc.
a. Enter in the Goods Receipt PO Number in the header if the system does not automatically allocate a GRPO number. Note: For the system to auto generate a number, the Document Number Series must be defined in the system for GRPOs. The user can edit the value in the Quantity field as per the actual quantity being received. By default, the quantity is selected from the Purchase Order however, the user can reduce the value in the Quantity field if required. The system will not allow the user to receive a quantity above the ordered quantity unless it has been allowed for in the Enterprise setting – refer to the screen image below that shows the settings in the Enterprise that allow for Over Receiving of stock in GRPOs and Stock Transfers.
b. Click [Ok] to create GRPO. The system will show the Document Number Update pop-up window – Click [Ok] to acknowledge the message.
c. iVend displays the GRPO document. If required this document can be printed for the record.
In addition to receiving stock automatically selected from the Purchase Order, the user can scan the products through a barcode scanner or import them via a comma separated import file to add in the list. These features will be explained in a little more detail, later in the document.
1. Stock Transfer Receipt: Another way to receive stock at store is through a Store Transfer Receipt. iVend allows the user to receive Stock Transfer Shipments from other stores. To receive stock in a Stock Transfer Receipt, follow the steps mention below:
a. In the Management Console, go to: Operations > Business Transactions > Stock Transfer Receipt
b. Click [F3 New]. The System will display a list of all the open Stock Transfer Shipments as shown in the following screen image.
a. Select an available Stock Transfer Shipment in the list displayed and click [Ok].
b. The Stock Transfer Receipt entry screen opens and the stock from the Stock Transfer Shipment will be added in automatically. Enter in the Stock Transfer Receipt Number in header if the system does not automatically allocate a number for it. Note: For the system to auto generate a number, the Document Number Series must be defined in the system for Stock Transfer Receipts.
c. The Receipt Quantity will be automatically entered to match the quantity that was in the Stock Transfer Shipment. The user can reduce this number if a lesser quantity was actually received. Note: the system will not allow the user to increase the number above what was in the Stock Transfer Shipment unless it has been allowed for in the Enterprise settings – refer to the section earlier on Goods Receipt POs for more information on this feature.
a. Click [Ok] to add the Stock Transfer Receipt to the system.
b. iVend displays the stock receipt document in the form of a Goods Receipt for the Stock Transfer Receipt. If required this document can be printed for the record.
Methods for Entering Products in Stock Receipt Documents
Going forward the user can use different methods to add items to the receipt documents. There are three (3) major methods for adding items to the receiving document. They are as follows:
1. Manual If you look at the goods receiving screen, you will be able to see the [Add Product] button. This button is used for adding to the list of receivable products manually. The user can search for and select products from the Product Search screen. The user can add one or more products to the receiving document in this way.
2. Barcode Scanning:
a. Goods Receipt: The user can also use barcodes to add items to the receiving list by scanning the barcodes attached to the product. In a baseless Goods Receipt, the user can simply scan the items on the Goods Receipt screen, and the items will be added to the list.
b. GRPOs and Stock Transfer Receipts: Similarly, in GRPOs and Stock Transfer Receipts, the user can also use the scanning option. But before scanning the user needs to click the [Clear Receivables] button to remove the default filled quantity. The user can then scan in the items. On every scan of an item, the quantity will be updated for the associated line item.
3. Import File: The third option is to add items to the document by importing them through a simple comma delimited text file. The file format must include two fields: Barcode or Item Code, Quantity.
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