Stock Control

Receiving stock

You'll use Receive Items feature if you receive stock items without receiving the supplier's bill. That is, you want to add the item to your stock, but you aren't sure of the purchase price.

Using the Receive Items feature will enable you to separate the business function between warehousing/receiving and A/P, and allow an item to be entered into stock without creating a current trade creditors when a shipment arrives without a supplier bill

Note:  You don't have to use the Receive Items feature if your business needs don't require it

Note:  The use of the Received column for purchases has changed

When you use the Receive Items feature, in most cases, it will be the second of three steps: Order the item, Receive the item and record a Purchase for the item. In your company, you may have three different people perform each of these steps or you may be responsible for all three steps by yourself.

1. You can order the item. This step is not required; if you receive items without first recording an order, an order is automatically created.



2. You'll use the Receive Items feature if an item arrives, but no bill is included with the item. Using the Receive Items feature will:

• Add the item to your on-hand stock.

• Allocate the purchase price of the item to your Linked Account For Item Receipts (Trade Creditors Accrual - Stock). The item is ready to be sold.

• Transfer the information from the item receipt to an order -- whether you recorded an order before receiving the items or an order was created automatically when you received the items.

Note: If you've ever received the alert message, "The purchase of item xxx would leave you with no items on hand and a non-zero value in stock", using the new Receive Items feature will prevent you from receiving it in the future.

3. When you receive the bill from the supplier, you'll find the supplier's order and record the bill with the correct purchase price. At that time -- when you record the bill -- the purchase price will be allocated to your Trade Creditors account and the "received" purchase price will be removed from the accrual account.

Note:  Quantities appear in the Received column only if you use the Receive Items feature

Note:  Quantities in the Received column on purchases aren't saved on recurring transactions

Examples:

Example #1: Enter an item receipt after recording an Order

Example #2: Enter an item receipt without first entering an Order

• Changing quantities you've entered using the Receive Items feature

• Deleting and reversing item receipts

• Finding an item receipt

Step by step

To receive items from a supplier

Related topics

• To buy items from a supplier
• To change Purchases linked accounts
• To find a quote or order
• To delete or reverse an item receipt
• To change a quantity for an item receipt
• To erase a transaction
• To change a transaction