Goods Received, Issued and Returned

Overview

In QuickEasy BOS Enterprise, transactions may be created to issue, receive and return inventory. Inventory can consist of raw materials or finished goods. Inventory can also be manufactured where the individual raw material items are received, and the finished goods are issued back to stock or to a customer.

The following transactions are typically used:

Buy goods from a supplier: Goods Received (PO)
Transfer those goods to the workshop: Goods Received (WO)
Receive back unused goods or offcuts from the workshop: Goods Returned
Issue the finished goods to customers or issue raw materials to a job: Goods Issued

When goods are issued internally from one department or area to the next, it is referred to as a Transfer. A transfer of materials can be issued and received. The issue and the receipt are typically the two sides of the same transaction (e.g. the factory issues the materials to the workshop. The workshop receives those materials from the factory).

Goods Issued transactions are used for Finished Goods and Raw Materials in cases where goods are issued to a customer or process.

Finished Goods can be issued from a Work Order into stock.
Finished Goods can be issued from stock to a customer.
Raw Materials are issued to work orders when they are used in production.

Use Goods Received transactions to Receive Goods from suppliers or to receive unused raw materials from production (work orders).

When goods are received from suppliers, shipping and clearing costs, also known as Landing Costs, may be allocated to the items to include those costs in the cost prices.

Goods Return transactions have the same effect on inventory as Goods Received but record goods returned by customers for control purposes. This transaction returns the good into inventory. However, if the items cannot be used or resold, write them off; otherwise these transactions will incorrectly inflate the value of stock held.

Adding Items to Transactions:

To use items in inventory transactions they must be marked as inventory items by selecting Fixed or All Locations next to Inventory.
Not all items can be inventory items (e.g. services).
If Fixed Locations is selected for an item, locations must be added to the item's inventory tab.
When adding items to an inventory transaction, the item's available locations must match the transaction's available locations (applies to Transfer Issues and Receives).

Settings

Note

These settings are needed if goods are tracked in batches or by serial numbers.

The following settings can be added to Goods Received transactions to enable tracking:

Setting	Description	Default
Transactions > Use Serialised Stock	The options are: N/A Issue (Scan Serial No.) Receive/Issue (Scan Code) Return (Scan Serial No.) Produce	N/A

Options & Defaults section > Use Item Tracking: The checkbox must be checked.

List View: Transactions

Buttons Explained

Button	Description
View	Generates a list of Goods Issued, Received or Returned according to the selected filters. Clicking the button arrow opens a menu of Actions to create filters and set the default view: Add: Adds an additional function to the selected filter. Update: Updates the selected filter with the current selected filters. Delete: Deletes the filter. Set Default: Sets the default view. Lists the created filters for you to select one (e.g. Pending, Active).
New	Creates a transaction based on the view you are on.
Output	Generates an Output Template for you to sign and date. Only generates one receipt at a time.
Actions	Allows changes to all the selected records: Batch Update: Updates are applied to all the selected records when the Update button is clicked. Batch Update options are: Status: Updates the Status with the new status selected from the dropdown list of available statuses. Reference: Updates the Reference with the reference type in the block. Category: Updates the transaction Category with the one selected from the dropdown list of available categories. Entity: Replaces the transaction's Entity with the one selected from the dropdown list of available entities. Goods Issued Copy to Customer Invoices: Creates a Customer Invoice from the Goods Issued. Copy to Delivery Notes: Creates a Delivery Note from the Goods Issued. Copy to Goods Returned: Creates a Goods Returned from the Goods Issued. Copy to Sales Return: Creates a Sales Return from the Goods Issued. Goods Received Copy to Supplier Invoices: Creates a Supplier Invoice from the Goods Received.
Menu	Reset Data Filter: Resets the selected data filters. Views Transactions: Switches the view to Transaction View. Items: Switches the view to Items View. Summary: Switches the view to Summary View. Board: Switches the view to Board View. Set Default View: Sets the Default View for this page only (Goods Received, Goods Returned and Goods Issued each have their own default views). Export Email Excel: Email the list view by opening the default Email Template with the view attached in .xlsx format. Export Grid: Choose a save location to save the grid view in .xlsx format on the server. Layout & Grids

Filters Explained

Filter	Description
Set	Select a Date filter from the dropdown list (e.g. Fin Year, Today).
⬅ ➡	Adjusts the Date based on the selection under Set.
Date fields	Refine the Dates.
User	Specify all Users or select a specific User from the dropdown list of users.
Rep	Specify all Reps or select a specific Rep from the dropdown list of reps.
Customer / Supplier	Goods Issued: Customer: Specify all Customers or select a specific Customer from the dropdown list of customers. Goods Received: Supplier: Specify all Suppliers or select a specific Supplier from the dropdown list of suppliers.
Category	Specify all Categories or select a specific Category from the dropdown list of categories.
Status	Checkboxes are available for the following statuses: Pending (When applicable) Complete Active Cancelled Checkmark = The Status is included in the report.
Outstanding	Goods Issued Outstanding: A dropdown list with outstanding transactions and items to select from. The options are: IGRT: Goods Returned Transactions CI: Customer Invoices ISRT: Sales Return Transactions DN: Delivery Notes Goods Received Outstanding (Does not apply to Goods Received (WO)): A dropdown list with outstanding transactions and items to select from. The options are: SI-INV: Supplier Invoice

Fields Explained

Field	Description
Acc No.	The Customer or Supplier's Account Number.
Asset	The Asset (item) used in the Goods Issued or related transaction.
Category	The Transaction Category.
Contact	The customer or supplier's Contact Person.
Currency	The Transaction's Currency.
Cus Category	The Customer's Category (Goods Issued only).
Customer	The name of the Customer if the transaction involved a customer (Goods Issued only).
Date	The Date on which the transaction was created.
Deposit %	The Deposit Percentage due.
Deposit	The Deposit Amount due.
Due Date	The Date the transaction was/is due.
Due Time	The Time the transaction was/is due.
Entity	The Entity link to the transaction.
Field Chooser (*)	Add or remove columns.
From	The source document that was used to create the transaction.
ID	The system-generated number for the entry on the list.
Last (d)	Indicates the number of days since the last update was made to the transaction.
Linked No./s	See the Transaction Setting > Show linked Trans No./s from (Select the Transaction) (default = blank) – When a Transaction is selected, the linked Transaction Numbers (max 10) appear in the Transaction View. For example, you could use this setting to display linked Work Order numbers in a Transaction View where applicable.
Menu (...)	A submenu that can also be accessed by right-clicking the line. Open Transaction: Opens the transactions. Open Notes & Attachments: Opens any Notes and Attachments and lets you create Notes and Attachments. Summaries Customer or Supplier Summary: Displays a summary of the customer or supplier's information and transactions on the right. Asset Summary: Displays a summary of the asset (item)'s information and transactions on the right. Linked Transactions: Displays a list of any linked transactions on the right. Outstanding: Displays a list of goods that are still outstanding on the right. Audits: Provides a detailed audit trail of changes made to the transaction. Emails: Changes to the email interface to show any emails related to the transaction. Goods Issued Copy to Customer Invoices: Creates a Customer Invoice from the Goods Issued. Copy to Delivery Notes: Creates a Delivery Note from the Goods Issued. Copy to Goods Returned: Creates a Goods Returned from the Goods Issued. Copy to Sales Return: Creates a Sales Return from the Goods Issued. Goods Received Copy to Supplier Invoices: Creates a Supplier Invoice from the Goods Received.
NCR No.	The Number of the Non-Conformance Report (where applicable).
Note	Notes entered in the header of the transaction.
Notes	Notes created and linked to a transaction.
Open (d)	Indicates how many days the transaction has been open.
Order No	The Order Number, if applicable.
Out CUR	The total outstanding value of the transaction in Foreign Currency.
Out ZAR	The total outstanding value of the transaction in the Local Currency (where ZAR = Default Local Currency).
Paperclip (Attachments)	Indicated whether the transaction has any linked Attachments.
Reference	The Transaction's Reference.
Region	The customer or supplier's Region.
Req Date	The Date by which the customer or supplier required the goods. The Date is highlighted in red once the date passes.
Req Time	The Time by which the goods were required.
SM No.	The Number of the Service Manager Ticket where applicable.
Status Note	Any Note entered on the Status Bar of the transaction.
Status	The Status of the transaction.
Supplier	The name of the Supplier if the transaction involved a supplier. (Goods Received only.)
Terms	The Customer or Supplier's Terms.
Total (exc)	The total amount of transaction Excluding VAT.
Total (inc)	The total amount of the transaction Including VAT.
Total CUR (inc)	The total value of Goods Issued or Received in Foreign Currency.
Total CUR	The total transaction amount in the Transaction's Currency.
Trans No.	The system-generated number for the record.
Updated by	The User who last updated the transaction.
Updated	The Date on which the transaction was last updated.
User	The User who created the transaction.
VAT	The VAT Amount of the transaction (often zero when it is an internal stock transfer).

List View: Items

Buttons Explained

Button	Description
View	Generates a list of Transactions according to the selected filters. Clicking the button arrow opens a menu of Actions to create filters and set the default view: Add: Adds an additional function to the selected filter. Update: Updates the selected filter with the current selected filters. Delete: Deletes the filter. Set Default: Sets the default view. Lists the created filters for you to select one (e.g. Pending, Active).
New	Creates a transaction based on the view you are on.
Output	Generates an Output Template for you to sign and date.
Actions	Allows changes to all the selected records: Batch Update: Updates are applied to all the selected records when the Update button is clicked. Batch Update options are: Assign to: Updates the Assign To field to the user selected from the dropdown list. Credit: Updates the general ledger Account to Credit to the one selected from the dropdown list of accounts. Debit: Updates the general ledger Account to Debit to the one selected from the dropdown list of accounts. Department: Updates the Department to the one selected from the dropdown list of departments. Qty: Updates the Transaction to the quantity entered in the block. Status: Updates the Item Status with the new status selected from the dropdown list of available statuses. Unit Cost: Updates the Unit Cost with the cost entered in the block. Unit Price and /Qty: Updates the Unit Price with the price entered in the first block and replaces the Quantity included in that unit price with the amount entered in the second block. VAT: Updates the Default VAT Type to the type selected in the first block and changes the price to be Exclusive (Exc) or Inclusive (Inc) as selected in the second block. Start Date: Updates the Start Date and Time of the transaction to the new date selected in the first block and time selected in the second block. Due Date: Updates the Due Date and Time of the transaction to the new date selected in the first block and time selected in the second block.
Save	Saves any changes or refreshes/recalculates fields.
Menu	Reset Data Filter: Resets the selected data filters. Views Transactions: Switches the view to Transaction View. Items: Switches the view to Items View. Summary: Switches the view to Summary View. Board: Switches the view to Board View. Set Default View: Sets the Default View for this page only (Goods Received, Goods Returned and Goods Issued each have their own default views). Export Email Excel: Email the list view by opening the default Email Template with the view attached in .xlsx format. Export Grid: Choose a save location to save the grid view in .xlsx format on the server. Layout & Grids

Filters Explained

Filter	Description
Set	Select a Date filter from the dropdown list (e.g. Fin Year, Today).
⬅ ➡	Adjusts the Date based on the selection under Set.
Date fields	Refine the Dates.
User	Specify all Users or select a specific User from the dropdown list of users.
Rep	Specify all Reps or select a specific Rep from the dropdown list of reps.
Customer / Supplier	Goods Issued: Customer: Specify all Customers or select a specific Customer from the dropdown list of customers. Goods Received: Supplier: Specify all Suppliers or select a specific Supplier from the dropdown list of suppliers.
Category	Specify all Categories or select a specific Category from the dropdown list of categories.
Status	Checkboxes are available for the following Transaction Statuses: Pending (when applicable) Complete Active Cancelled Checkmark = The Status is included in the report.
Outstanding	A dropdown list with available transactions to select from. The options are: Goods Issued IGRT: Goods Returned Transactions CI: Customer Invoices ISRT: Sales Return Transactions DN: Delivery Notes Goods Received (Does not apply to Goods Received (WO)) SI-INV: Supplier Invoice.

Fields Explained

Info

Fields marked in blue (✎) can be edited.

Field	Description
/Qty	The Quantity of the item that is included in the Unit Price.
/Unit	The Price for 1 Unit.
Adj %	The Percentage by which the item's price was Adjusted.
Adjustment	The Amount by which the item's price was Adjusted.
Assign Item	The User the item is assigned to.
Assign Trans	The Item the transaction is assigned to.
Bin No	The Bin number in which the item is stored.
Category	The Transaction Category.
Check In	The item's Date and Time to Check In.
Check Out	The item's Date and Time to Check Out.
Code	The item's Code.
Contact	The customer or supplier's Contact Person.
Cost Centre	The Cost Centre selected for the transaction.
Costing (Status)	The Status of the Costing that the item is linked to.
Credit	The Ledger account that is Credited.
Currency	The Transaction's Currency.
Cus Category	The Customer's Category (Goods Issued only).
Customer	The name of the Customer if the transaction involved a customer (Goods Issued only).
Debit	The Ledger Account that is Debited.
Department	The Department selected for the transaction.
Description	The Item's Description.
Due Date (Trans)	The Date by which the goods should be issued, received or returned.
Due Date (Item)	The Date by which the item should be issued, received or returned.
Due Time Item	The Time by when the goods should be received.
Entity	The Entity the transaction belongs to.
Expires	The Expiry Date of the goods (where applicable).
Field Chooser (*)	Add or remove columns.
From	The Number of the source document that was used to create the Transaction.
GM%	Automatically calculated. Shows the Gross Margin Percentage.
Group	The user-defined Group for the item. The field can be manually updated, or you can use Batch Updates. The Action to Order Items by Groups orders by Group > Subgroup and the Description.
Item	A sequential number for each item on the transaction.
Item Category	The Item's Category.
Item Reference	The Item's Reference.
Item Status	The Item Status of the individual item in the transaction.
Item Subcategory	The Item's Subcategory.
Item Type	The Type of Item involved in the transaction (e.g. Assembly, Material).
Location	The Location the goods are issued from (Goods-Issued) or received at (Goods-Received) or returned from (Goods-Return).
Menu	A submenu (that can also be accessed by right-clicking the line item) that lets you: View / Edit Note: Opens any Notes and lets you create notes for the items (separate from the Open Notes & Attachments function). Open Transaction: Opens the Transaction. Open Notes & Attachments: Opens any notes and attachments and lets you create Notes and Attachments. Summaries Customer or Supplier Summary: Displays a summary of the customer or supplier's information and transactions on the right. Item Summary: Displays a summary of the item's information and transactions on the right. (Goods-Issued only). Asset Summary: Displays a summary of the asset (item)'s information and transactions on the right. Linked Transactions: Displays a list of any linked transactions on the right. Outstanding: Displays a list of goods that are still outstanding on the right. Audits: Provides a detailed audit trail of changes made to the transaction on the right. Emails: Changes to the email interface to show any emails related to the transaction. Goods Issued Copy to Customer Invoices: Creates a Customer Invoice from the Goods Issued. Copy to Delivery Notes: Creates a Delivery Note from the Goods Issued. Copy to Goods Returned: Creates a Goods Returned from the Goods Issued. Copy to Sales Return: Creates a Sales Return from the Goods Issued. Goods Received Copy to Supplier Invoices: Creates a Supplier Invoice from the Goods Received.
Order No.	The customer or supplier's Order Number.
Out Amt CUR	The Outstanding amount in Foreign Currency.
Out Amount (Local)	The Outstanding amount of Items in Local Currency.
Out Qty	The Outstanding Quantity.
Profit	The Profit made on the Transaction.
Progress	The percentage progress of the Transaction.
Qty	The Quantity of the item that was issued or received. (Refers to the Qty column that appears after the Unit Price).
Reference	The Transaction's Reference.
Region	The customer or supplier's Region.
Resolve	The action that was taken (e.g. issue).
Serial No.	The Serial Number of the item if the item is tracked by serial number.
Subgroup	The item's Subgroup. The field can be manually updated, or you can use Batch Updates. The Action to Order Items by Groups orders by Group > Subgroup and the Description.
Start Date	The Start Date for the goods to be issued, received or returned.
Start Time	The Start Time for the goods to be issued, received or returned.
Subtotal	The subtotal of the Transaction.
Sup Category	The supplier's Category.
Supplier	The name of the Supplier involved in the transaction.
Terms	The customer or supplier's Terms.
TEXT1	A custom field as per the setting (where applicable).
TEXT2	A custom field as per the setting (where applicable).
TEXT3	A custom field as per the setting (where applicable).
Total (exc)	The VAT Exclusive total of the Transaction.
Total (inc)	The VAT Inclusive total of the Transaction.
Trans Category	The Transaction's Category.
Trans Date	The Date on which the transaction was created.
Trans Due Date	The Due Date selected for the transaction.
Trans No.	The system-generated number for the Transaction.
Trans Status	The Status of the transaction.
Type	An abbreviation indicating the Type of item (e.g. ITM for item or CTM for custom item) on the transaction.
Unit	A description of the Unit.
Unit Cost	The Unit Cost of the goods.
Unit Price	The Unit Price of the goods.
User	The name of the User who created the transaction.
VAT	The VAT component of the Transaction (should be zero).
VAT In/Ex	Where the value includes or excludes VAT.
VAT Type	The default VAT Type for the entry (mostly No VAT).
Ver	The Version Number of the transaction.

Summary

Info

This view can be customised.

Buttons Explained

Button	Description
Output	Email Excel: Email the list view by opening the default Email Template with the view attached in .xlsx format. Export Grid: Choose a save location to save the grid view in .xlsx format on the server. Print Chart: Opens an interface that lets you customise the layout of the chart and print it to a PDF file or printer.
Menu	Views Transactions: Switches the view to Transaction View. Items: Switches the view to Items View. Summary: Switches the view to Summary View. Board: Switches the view to Board View. Set Default View: Sets the Default View. Date Grouping: Option to display the summary by: Date: Displays a total and column on the chart for every Day that has a transaction. Day of the Week: Displays a total and column on the chart for every Day of the Week (including weekends). Week of the Month: Displays a total and column on the chart for every Week of the Month (e.g. week 1 of March is added to week 1 of April and week 1 of May). Week of the Year: Displays a total and column on the chart for every Week of the selected Year (data covers 52 weeks). Monthly: Displays a total and column on the chart for every calendar Month. Quarterly: Displays a total and column for every Quarter of the selected Year. Yearly: Shows a total and column for every calendar Year that has data. Save Grid Restore Grid

Button

Description

Output

Email Excel: Email the list view by opening the default Email Template with the view attached in .xlsx format.
Export Grid: Choose a save location to save the grid view in .xlsx format on the server.
Print Chart: Opens an interface that lets you customise the layout of the chart and print it to a PDF file or printer.

Views
- Transactions: Switches the view to Transaction View.
- Items: Switches the view to Items View.
- Summary: Switches the view to Summary View.
- Board: Switches the view to Board View.
- Set Default View: Sets the Default View.
Date Grouping: Option to display the summary by:
- Date: Displays a total and column on the chart for every Day that has a transaction.
- Day of the Week: Displays a total and column on the chart for every Day of the Week (including weekends).
- Week of the Month: Displays a total and column on the chart for every Week of the Month (e.g. week 1 of March is added to week 1 of April and week 1 of May).
- Week of the Year: Displays a total and column on the chart for every Week of the selected Year (data covers 52 weeks).
- Monthly: Displays a total and column on the chart for every calendar Month.
- Quarterly: Displays a total and column for every Quarter of the selected Year.
- Yearly: Shows a total and column for every calendar Year that has data.
Save Grid
Restore Grid

Filters Explained

Info

On the left is a list of headings. You can click the small filter icon on each heading to select specific items. The options are limited to the report (that is, only items involved in transactions will appear on the dropdown list).

There are headings and filters for:

Filter	Description
Cus/Sup Cat	Select specific Customer or Supplier Categories.
Cus/Sup	Select specific Customers or Suppliers.
Due Date	Select a specific Due Date.
Item Cat	Select specific Item Categories.
Item Code	Select specific Item Codes (the item list sorted by code).
Item Desc	Select specific Item Descriptions (the item list sorted by description).
Item Subcat	Select specific Item Subcategories.
Location	Select specific Locations.
Out Amt	Select specific Outstanding Amounts.
Qty	Select specific Transaction Quantities (Goods Issued only).
Status	Select specific Statuses.
Total	Select specific Totals. (Normally a column heading)
Trans Cat	Select specific Transaction Categories.
Trans Date	Select specific Transaction Dates based on the summary (e.g. if a report is drawn for weeks, the transaction dates are 1-52, representing the weeks.) (Normally a column heading)
Trans From	Select specific source transactions from a list of Sales and Work Order Numbers.

Fields Explained

Field	Description
Totals	The totals appear as per the summary option chosen from Menu > Date Grouping.
Scrollbar	A scrollbar at the bottom gives access to the rest of the data.

Chart Explained

Element	Description
Columns	The chart displays a column for every period selected as per the summary options (Menu > Date Grouping).
Legend	The legend is on the right.
Customize Chart	The chart can be customised by clicking Customize Chart (button).
Column Diagram	The chart can be changed by clicking Column Diagram and selecting a different chart. Not all chart choices will result in a meaningful display.

Goods Board

Info

The Board shows a summary of all active Transactions.

There is no View button, the report is automatically generated, however, the choice of Status or Due Date can cause a report to appear or not.
If there are no active Transactions, nothing appears.

Buttons Explained

Button	Description
Menu	Views Transactions: Switches the view to Transaction View. Items: Switches the view to Items View. Summary: Switches the view to Summary View. Board: Switches the view to Board View. Set Default View: Sets the Default View. Board Status: Sorts the available records according to their Statuses. Due Date: Sorts the available records according to their Due Dates. Condensed View: Toggles showing only the headings. Checkmark (Enabled) = Only headings appear.

Button

Description

Views
- Transactions: Switches the view to Transaction View.
- Items: Switches the view to Items View.
- Summary: Switches the view to Summary View.
- Board: Switches the view to Board View.
- Set Default View: Sets the Default View.
Board
- Status: Sorts the available records according to their Statuses.
- Due Date: Sorts the available records according to their Due Dates.
- Condensed View: Toggles showing only the headings. Checkmark (Enabled) = Only headings appear.

Filters Explained

Filter	Description
All Due	Select All Due or a specific period: Today, Tomorrow, This Week, This Month (Goods Received only).
All Companies	Select All or a specific Customer or Supplier.
All Reps	Select All or a specific sales Rep (Goods Issued only).
250	Adjust the column width by using the arrow keys or overtyping the number.
Columns	Select to display All, All (Not Empty) or Active columns.

Fields Explained

Info

A summary appears with the following information:

Field	Description
Line 1	Transaction Number / Transaction Reference.
Line 2	Due Date / Customer or Supplier (line 2 is suppressed in condensed view).

Edit View

Warning

Item Cost Prices are updated when the Goods Received Status is set to Complete, and the Goods Received becomes read-only.
If the Goods Received is changed back to Active or Pending, the Cost Price updates are not reversed.
The Cost Prices are updated again when the Goods Received is set back to Complete, which can cause undesirable results, especially if the Items have since been Issued.
Make sure a Goods Received is 100% correct before you set it to Complete.

Info

If BOS Enterprise is set up to copy transactions automatically (see Copy Rules):

Completing a Customer Invoice creates a Goods Issued transaction.
Completing a Customer Credit Note creates a Goods Returned transaction.

Buttons Explained

Button	Description
Find No.	Enter a Transaction Number to display that transaction on screen.
⬆ ⬇	You can use the arrow keys to navigate between Transactions.
Output	Generates an Output Template for you to sign and date.
Links	Displays a list of linked transactions or shows the current transaction number if there are no linked transactions. The dropdown menu on the button is truncated to the last 25 links. A More... option is located at the bottom of the list if it gets truncated. Clicking More... (button) opens the Links module in the side panel.
New	Creates a new Transaction.
Delete	Deletes the current Transaction if it has an Active Status.
Save	Saves any changes to the Transaction.
Actions	Allows changes to the transaction: Batch Update: Updates are applied to all the selected line items when the Update button is clicked while the transaction has an Active Status. Batch Update options are: Status: Updates the item Status with the new status selected from the dropdown list of available statuses. Adj %: Adjusts the transaction amount by the percentage entered in the block provided or deletes the adjustment if Delete (button) is clicked. Qty: Updates the Quantity to the quantity entered in the block. VAT: Updates the default VAT Type to the type selected in the first block and changes the VAT to default to Exclusive (Exc) or Inclusive (Inc) as selected in the second block. Group: Updates or creates a Group as per the name entered in the block. Subgroup: Updates or creates a Subgroup as per the name entered in the block. Check In: Sets a Check In Date and Time. Check Out: Sets a Check Out Date and Time. Debit: Updates the general ledger Account to Debit to the one selected from the dropdown list of accounts. Credit: Updates the general ledger Account to Credit to the one selected from the dropdown list of accounts. Location: Updates the Location with the location selected from the dropdown list. Department: Updates the Department to the one selected from the dropdown list of departments. Unit Price: Updates the Unit Price with the price entered in the block. Start Date: Updates the Start Date and Time of the transaction to the new date selected in the first block and Time selected in the second block. Due Date: Updates the Due Date and Time of the transaction to the new date selected in the first block and Time selected in the second block. Add Attachment/Link: Add an Attachment to the transaction. Update Transaction Goods Issued Update Transaction from Setups: Updates the transaction with any changes made to the item's setup. Add all Items from SO xxx (appears once a 'From' Transaction is set): Adds all the items that are on the Sales Order, where xxx is the Sales Order Number. Update Items from SO xxx (appears once a 'From' Transaction is set): Adds the items that have not yet been copied across, where xxx is the Sales Order Number. Update the 'From' Transaction: Changes the source transaction that was used to create the transaction. Goods Received Update Transaction from Setups: Updates the transaction with any changes made to the item's setup. Update Items from Transaction: Updates the item's Costing and Pricing (tab) with the information from this transaction. Update all items from PO-INV / WO xxx (appears once a 'From' Transaction is set): Updates all the items from the Purchase or Work Order where xxx equals the Purchase or Work Order Number. Update items from PO-INV / WO xxx (appears once a 'From' Transaction is set): Updates only the items copied from the Purchase or Work Order where xxx equals the Purchase or Work Order Number. Goods Returned Update Transaction from Setups: Updates the transaction with any changes made to the item's setup. Update all items from IGI xxx (appears once a 'From' Transaction is set): Updates all the items from the Goods Issued where xxx equals the Goods Issued Number. Update items from IGI xxx (appears once a 'From' Transaction is set): Updates only the items copied from the Goods Issued where xxx equals the Goods Issued Number. Update the 'From' Transaction: Changes the source transaction that was used to create the transaction. Link Transaction to an SM: Links the transaction to a Service Manager Ticket. Order Items by Group: The items are ordered by their groups. Items are ordered as follows: Group > Subgroup and the Description. Goods Issued Copy to Customer Invoices: Copies the Goods Issued to a Customer Invoice. Copy to Delivery Notes: Copies the Goods Issued to a Delivery Note. Copy to Goods Returned: Copies the Goods Issued to a Goods Returned. Copy to Sales Return: Copies the Goods Issued to a Sales Return. Goods Received Copy to Supplier Invoices (Does not apply to Goods Received (WO)): Copies the Goods Received to a Supplier Invoice.
Menu	Open Notes & Attachments: Opens any Notes and Attachments that were created for the transaction or lets you create notes and attachments. Enable Debit and Credit: Select the General Ledger Accounts to Debit and Credit. Landing Costs (Goods Received only) Allocate Landing Costs: Opens a list of transactions from which you can select the landing costs. Clear Landing Costs: Removes the landing costs from the transaction. View Landing Costs: Opens a summary of the landing costs on the right. Show Item Notes: Toggles the display of any notes created for the item. Show Item Specification: Toggles the display of any specifications created for the item. Customer (Goods-Issued only) Add new Customer: Add a new Customer. Edit Customer: Edit the selected Customer. Supplier (Does not apply to Goods Received (WO)). (Goods Received (PO) only) Add new Supplier: Add a new Supplier. Edit Supplier: Edit the selected Supplier. Summaries Supplier / Customer Summary: Displays a summary of the customer or supplier's information and transactions on the right. (Does not apply to Goods Received (WO)). Item Summary: Displays a summary of the item's information and transactions (Goods Issued only). Asset Summary: Displays a summary of the asset's information and transactions (Goods Issued only). Linked Transactions: Displays a list of any linked transactions on the right. Outstanding: Displays a list of goods that are still outstanding on the right. Audits: Provides a detailed audit trail of changes made to the transaction. Emails: Changes to the email interface to show any emails related to the transaction. Layout & Grids
Icon: 🖥 Open Notes and Attachments	A shortcut to open or create any Notes and Attachments.
ℹ	Displays information about the Transaction.

Header Information

Buttons Explained

Button	Description
Items	Select an Item from a list of items.
Popup	Displays a list of items for you to select items from.
Add	Adds the Item to the transaction.
Custom	Specify a Custom Line Item (not all the fields are available to custom line items).
View	Recalculates the line items if changes were made (e.g. to the unit price).

Fields Explained

Field	Description
Status Bar	A dropdown list of available Statuses for you to select one.
Status Bar Note	Enter any Status Note.
No.	A system-generated number for the Transaction.
Date	Set the Date for the Transaction.
Customer / Supplier	A dropdown list of all Customers or Suppliers for you to select one.
Contact	A dropdown list of the customer's contacts for you to select a Contact Person.
Reference	Enter a Reference.
Asset	Select an Asset (if applicable).
Note	Enter a Note.
Category	Select a Category for the transaction from a dropdown list of categories.
Order No.	Enter a relevant Order Number. The order number might be prefilled if the transaction was created from a source document. (Goods Issued only).
Terms	The customer or supplier's Terms.
NCR	A dropdown list of Non-Conformance Reports for you to select one. (Goods Issued only).
Popup Arrow (on button)	Items: Select linked Items. Timekeeping: Select linked Timekeeping records.
Search	A dropdown list of item Categories for you to select from.
Field for item description from search	A dropdown list of Items that are in the selected Category for you to select items from.
Qty	Enter the Quantity of the selected item.

Item Information: Columns

Info

Fields marked in blue (✎) can be edited.

Field	Description
/Qty	The Quantity included in the Unit Cost: field might be auto-filled but can be changed.
/Unit	Calculates the Total Cost Per Unit.
Adj %	Enter the percentage by which the item's price must be adjusted.
Adjustment	Enter the amount by which the item's price was adjusted.
Assign to	A dropdown list of users to assign the transaction to the selected User.
Bin No	Field for you to select a bin number from a dropdown list or to type in a bin number.
Category	The transaction's Category.
Check In	A calendar and time popup to select a Check In date and time.
Check Out	A calendar and time popup to select a Check Out date and time.
Code	The item's Code.
Cost Centre	A dropdown list of Cost Centres for you to select a Cost Centre.
Costing (Status)	The Status of the Costing of the item is linked to.
Credit	A dropdown list of general ledger accounts for you to select the ledger Account to be Credited.
Debit	A dropdown list of general ledger accounts for you to select the ledger Account to be Debited.
Department	A dropdown list from which you can select a Department.
Description	The item's Description.
Due Date	A calendar for you to select a Due Date.
Due Time	Select the Time by which the goods should be issued, received or returned.
Expires	Select an Expiry Date for the transaction.
Field Chooser (*)	Add or remove columns.
Fixed Cost	The item's Fixed Cost field which might be auto-filled but can be changed.
Fixed Price	The item's Fixed Price field which might be auto-filled but can be changed.
Fixed Qty	The Fixed Quantity included in the item: field might be auto-filled but can be changed.
From	The number and code of the source document.
GM%	Calculates the Gross Margin Percentage earned on the transaction.
Group	Enter a Group name.
ID.	The system-generated number for the transaction.
Image	Indicates if the item has an Image. Checkmark = Has image.
Item	A sequential number allocated to each Item on the transaction.
Item Type	Auto-filled with the Item Type involved in the transaction (e.g. Assembly, Material).
Landing cost	Enter an amount for the Landing Cost.
Location	A dropdown list of possible locations for you to select one.
Menu	A submenu (that can also be accessed by right-clicking the item) that lets you: View/Edit Variables: Opens a popup with more information about the item. Only applies to items with costings. View / Edit Note: Opens any notes and lets you create notes for the items (separate from the Open Notes & Attachments function). View / Edit Specification: Opens any specification and lets you edit or create a specification (separate from the Open Notes & Attachments function). View/Edit Tracking: Displays the item's tracking information. View / Edit Batch Items: Applies to items tracked in batches. Shows information about the batch. Copy Item: Copy the item to create another line item. Delete Item: Delete the line item. Open linked Item: Opens any linked item's setup pages. View Item Summary: Opens a summary on the right showing information about the item and a summary of the transactions. Move Up: Change the order of the line items (moves the line one entry up). Move Down: Change the order of the line items (moves the line one entry down).
Note	The item's Notes.
Out Amt	The Value of the Quantity that must be issued, received or returned.
Out Qty	The Quantity that must be must be issued, received or returned.
Profit	Calculates the Profit earned or lost (negative amounts) on the transaction.
Progress	Enter the Progress of issuing goods.
Qty	Enter the Quantity of stock that must be issued, received or returned. (Reminder if using Batch Tracking (Goods Issued): The Item Qty is set from the Batch Items that are added and therefore defaults to 0 when the transaction is created.)
Qty From	The Quantity at the original location (an indication of the expected Qty).
Reference	Enter a Reference.
Resolve	A dropdown list with the action that must be taken (e.g. issue).
Serial No	The Serial Number of the item if the item is tracked by serial number.
Specification	The item's Specification.
Start Date	A calendar for you to select a Start Date.
Start Time	Select the Start Time for the goods to be issued, received or returned.
Status	The Status of the individual item on the Transaction.
Subgroup	The item's Subgroup. The field can be manually updated, or you can use Batch Updates. The Action to Order Items by Groups orders by Group > Subgroup and the Description.
Supplier	A dropdown list of suppliers for you to select a Supplier account.
TK ID	The Timekeeping ID.
Total (exc)	Calculates the Total VAT Exclusive Amount in the Local Currency.
Total (inc)	Calculates the Total VAT Inclusive Amount in the Local Currency.
Total CUR	Calculates the Total Amount in the Transaction's Currency.
Total CUR (inc)	Calculates the Total VAT Inclusive Amount in the Transaction's Currency.
Tracking	The Tracking method that was selected for the item (e.g. Batches, Yield).
Type	An abbreviation indicating the Type of item (e.g. ITM for item or CTM for custom item).
Unit	A dropdown list of available units for the item for you to select a Unit.
Unit Cost	The item's Unit Cost field which might be auto-filled but can be changed.
Unit Price	The item's Unit Price field which might be auto-filled but can be changed.
VAT %	The Percentage of VAT included in the transaction.
VAT Type	The VAT Type applicable to the transaction.
VAT	The amount of VAT on the transaction.
VAT	Whether the price is VAT Inclusive (Inc) or Exclusive (Exc).

Header: Status Changes

Field	Description
Set Status From	You can select to change the Status of the original transaction or leave it unchanged.
IGRPO	You can select to change the Status of the selected items on the Goods Received or leave it unchanged.

Step 1: Selecting the Landing Costs

Fields

Field	Description
Status	The Status of the original transaction.
Trans	A code indicating the Type of transaction (e.g. SI-EXP).
No.	The Number of the original transaction.
Company	A description of the Customer, Supplier or Expense account.
Reference	The Reference entered on the original transaction.
Total	The Total amount of the transaction.
Allocated	Shows how much of the transaction was Allocated.

Buttons Explained

Button	Description
Next	Navigates to the next step.
Close	Closes the popup without allocating the landing costs.

Step 2: Refining the Landing Costs Selection

Info

Displays a list of items from the transaction selected in Step 1.

Fields Explained

Field	Description
Checkbox	If checked, the item is selected.
Type	A code indicating the Type of the transaction.
Description	The Description of the original transaction.
Unit	A description of the Unit of the original transaction.
Qty	The Quantity of the item on the Goods Received transaction.
Total	The Total transaction Amount.
Selected	The Amount selected (this field cannot be edited, the total outstanding amount is selected).

Buttons Explained

Field	Description
Back	Navigates to the previous screen.
Next	Proceeds to the next step.
Close	Closes the popup without allocating landing costs.

Step 3: Allocating the Landing Costs to Items

Info

Displays the items on the Goods Received.

Fields Explained

Field	Description
Checkbox	If checked, allocates landing costs to this item.
ID	The item number on the transaction.
Description	The item's Description.
Qty	The Quantity of the item on the Goods Received transaction.
Total	The Total amount as per the Goods Received transaction.
Landing Cost	A pro-rata share of the Landing Cost.

Buttons Explained

Field	Description
Back	Navigates to the previous screen.
Allocate	Allocates the Landing Costs and changes the amounts on the Goods Received transaction to include the Landing Costs.
Close	Closes the popup without allocating the landing costs.

Goods Received, Issued and Returned

Overview#

Settings#

List View: Transactions#

Buttons Explained#

Filters Explained#

Fields Explained#

List View: Items#

Buttons Explained#

Filters Explained#

Fields Explained#

Summary#

Buttons Explained#

Filters Explained#

Fields Explained#

Chart Explained#

Goods Board#

Buttons Explained#

Filters Explained#

Fields Explained#

Edit View#

Buttons Explained#

Header Information#

Buttons Explained

Fields Explained

Item Information: Columns#

Allocate Landing Costs (Popup)#

Header: Status Changes#

Step 1: Selecting the Landing Costs#

Buttons Explained

Step 2: Refining the Landing Costs Selection#

Fields Explained

Buttons Explained

Step 3: Allocating the Landing Costs to Items#

Fields Explained

Buttons Explained

Overview

Settings

List View: Transactions

Buttons Explained

Filters Explained

Fields Explained

List View: Items

Buttons Explained

Filters Explained

Fields Explained

Summary

Buttons Explained

Filters Explained

Fields Explained

Chart Explained

Goods Board

Buttons Explained

Filters Explained

Fields Explained

Edit View

Buttons Explained

Header Information

Item Information: Columns

Allocate Landing Costs (Popup)

Header: Status Changes

Step 1: Selecting the Landing Costs

Step 2: Refining the Landing Costs Selection

Step 3: Allocating the Landing Costs to Items