Goods Received: Creating and Editing Transactions

💡These tutorials explain how to create, edit and update Goods Received transactions.

Information on Copying Transactions#

Some of the tutorials that involve copying transactions may differ from what is available to you.

• Copying transactions are governed by the Copy Rules created for Transaction Types.
• These rules determine:
  • Which transactions can be copied
  • The Status of the transaction before and after it is copied.
  • If you must confirm the copy instruction.
  • If the new transaction is opened.
• Some of the features can be edited when copying a transaction (e.g. checking or unchecking the checkbox next to opening a new transaction).

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:

   Option	Description
   Status	Select a Status from the dropdown list of statuses.
   Reference	Enter a Reference in the provided block.
   Category	Select a Category from the dropdown list of categories.
   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 Actions (button) > Batch Update.
4. Select an option from the Batch Update dropdown list and fill in the required information:

   Option	Description
   Assign to	Select a User from the dropdown list of users.
   Credit	Select a Ledger Account to credit (e.g. Stock on Hand).
   Debit	Select a Ledger Account to debit (e.g. Cost of Sales).
   Department	Select a Department from the dropdown list of departments.
   Due Date	Select a due date and time from the adjacent calendar and time chooser.
   Lead Days	Enter the number of lead days in the adjacent block.
   Qty	Enter the Quantity of goods received in the adjacent block.
   SM No.	Enter the Service Manager ticket number in the adjacent block.
   Start Date	Select a start date and time from the adjacent calendar and time chooser.
   Status	Select a Status from the dropdown list of statuses to change the items' statuses.
   Unit Cost	Enter a Unit Cost in the provided block.
   Unit Price and /Qty	Enter a Unit Price in the first block and the quantity included in the unit price in the second block.
   VAT	Select a Default VAT Type in the first block, whether the price Includes (Inc) or Excludes (Exc) VAT in the second block, or both.

5. Click Update (button).

How to Copy Goods Received (PO) to Supplier Invoices#

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 popup.

How to Create a Goods Received (PO or WO)#

1. Navigate to Goods Received (PO) or Goods Received (WO).
2. Click New (button).
3. Complete 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 = Enter a Reference.
   5. Note = Enter 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 by selecting option1, 2, 3 or 4:
   1. Select this option to manually add items one at a time:
      1. Select a Category in the block next to Add (Popup) that displays Search.
      2. Select an Item in the dropdown list next to the Category.
      3. Enter the Quantity in the Qty block.
      4. Click Add (button).
      5. Edit or enter the Unit Price.
      6. Edit or enter an Adjustment: Enter a negative percentage to reduce the price (discount) or a positive percentage to increase the price (surcharge).
   2. Click Add (Popup) (button) > Copy Items from Sales Orders: Select this option to copy items from a linked Sales Order.
   3. Click Add (Popup) (button) > Copy Items from Work Order: Select this option to copy items from a linked Work Order.
   4. Click Add (Popup) (button) and select Items to display a list of items.
      1. Click View (button) to generate a list.
      2. Click the item(s) to add and click Add (button).
5. Repeat Step 4 to add more items, or right-click an item and select Copy Item (edit the copied line as needed).
   • Note: To remove an item, right-click the item and select Delete Item.
6. Click Save (button).

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

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).
   • Note: The Goods Received transaction is created. It opens 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#

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).
   • Note: The Goods Received transaction is created. It opens 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).
6. Make any changes.
7. Click Save (button).
   • 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. Enter 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:

   Option	Description
   Update Transaction from Setups	If any information (e.g. the unit price) was changed on the item's setup, it is applied to the transaction.
   Add all items from WO xxx (appears once a 'From' Transaction is set)	Includes any items that were not selected at the time the Goods Received transaction was created (where xxx is the Work Order Number).
   Update items from WO xxx (appears once a 'From' Transaction is set)	Updates the Goods Received transaction with any changes made to the copied items on the Work Order (where xxx is the Work Order Number).
   Update the 'From' Transaction	Select a different Work Order Number as the source transaction. Once it is set, the Add all items and Update items options appear above it.
   Link Transaction to an SM	Links the transaction to a Service Manager Ticket.
   Reset Transaction Flow	Unlinks the current transaction from the rest of the linked transactions.

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:

   Field	Description
   Update Transaction from Setups	If any information (e.g. the unit price) was changed on the item's setup, it is applied to the transaction.
   Update Items from Transaction	If there are linked transactions (e.g. landing costs) this updates the transaction with those items.
   Add all items from PO xxx	Appears when the item was created from a Purchase Order. This option includes any items that were not selected at the time the Goods Received transaction was created (where xxx is the Purchase Order Number).
   Update items from PO xxx	Appears when the item was created from a purchase order. This option updates the Goods Received transaction with any changes made to the copied items on the Purchase Order (where xxx is the purchase order number).
   Update the 'From' Transaction	Change the source transaction (e.g. from Purchase Order (COS) to Purchase Order (INV).
   Link Transaction to an SM	Links the transaction to a Service Manager Ticket.
   Reset Transaction Flow	Delinks the current transaction from the rest of the linked transactions.

How to Reorder Line Items by Group#

1. Create or edit a Goods Received (WO) or Goods Received (PO) with multiple line items.
2. Use the Field Chooser (*) to display the group and subgroup columns if they do not appear.
3. Enter a group and subgroup (optional) name for each item.
4. Click Actions (button) > Order Items by Group.
   • Note: You can manually reorder line items by right-clicking the line and selecting Move Up or Move Down.

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:

   Option	Description
   Status	Select a Status from the dropdown list of statuses to change the Item's Statuses.
   Adj %	Enter a % to change the Adjustment percentage.
   Qty	Enter the Quantity of goods received.
   VAT	Select a Default VAT Type in the first block, whether the price Includes (Inc) or Excludes (Exc) VAT in the second block, or both.
   Group	Enter a name for the Group.
   Subgroup	Enter a name for the subgroup.
   Resolve	Select a Resolve option from the dropdown list.
   Check in	Select a Date and Time to set a check-in or click Delete to delete the Check-in Date and Time.
   Check out	Select a Date and Time to set a check-out or click Delete to delete the Check-out Date and Time.
   Debit	Select a Ledger Account to Debit (e.g. Stock on Hand).
   Credit	Select a Ledger Account to Credit (e.g. Cost of Sales).
   Location	Select a Location from the dropdown list of locations.
   Department	Select a Department from the dropdown list of departments.
   Unit Price	Enter a Unit Price in the block.
   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.
   Due Date	Set a Due Date by selecting a Date from the popup calendar in the first block and adjusting the Time in the second block.
   Lead Days	Type the number of lead days in the adjacent block.
   SM No.	Select a Service Manager ticket number from the dropdown list.

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 popup.

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 opens 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.
3. The item type changes from EST to ITM.

How to View / Edit Variables linked 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.
   • Note: If the entry was previously converted from EST to ITM (see above), selecting this option reverts the entry to EST.