Goods Receipt

Introduction

Goods Receipts are originated from Purchase Order which is created from a Webshop, Shopping cart. They can later be transferred to Invoicing.

Version Support

The Goods Receipt functionality is part of the app Order Management. It is supported in all versions of the Accelerate platform.

Roles

Two roles are available, in order to access Goods Receipts:

• Goods Received User: Role with edit access for the goods receipt. The role can book a received delivery and edit its details. Partial and full delivery is supported for this role. The role should be given to the users of a central goods receipt department or to the requestors, provided that they book the incoming goods / services by themselves (so called desktop delivery).
• Goods Received User Light: Role with read-only access for the goods receipt. No further functions are accessible. This role should be given to all users who require access to the information, if a certain delivery has already been boooked.

Backoffice Settings

Settings for Ordering and Goods Receipt are available in:

• Backoffice> Customizing> Settings> Procurement & Ordering (app drop-down)>> Ordering Settings

Functional Scope

The process of using the Goods Receipt function is embedded into the P2P process. The whole process is explained in the various articles.

Free Request

The moment user sends the free request, a purchase request is created and accessible from the Order Management app. Goods Receipts can only be booked after the PR has been turned into an Order document. Free Request functionality is also explained completely in its respective article.

Goods Receipts

Goods Receipts can be created from New Goods Receipt Booking of an Order. All Goods Receipts are visible inside the tab "Goods Receipt". Entering a Delivery Note ID is necessary, in order to differentiate Good Receipts generated from one order (for partial delivery). External Document ID is a mandatory field that is used to identify the Goods Receipts in another (external) system, in case, a company has its own tracking system and want to track the Goods Receipt from Accelerate Orders app.
Each Goods Receipt has it own Document Number, being Goods Receipt or Returned Delivery. User column refers to the user, who made the order.

Positions

Open Positions in action bar opens up the page Positions, in which all the details regarding the order and Goods Receipt are displayed. That includes Price, Quantity, the product, Status, Processed by (the user that took care of Goods Receipt booking), Order Number and Delivery Time.

Book position in Delivery Note

By "Book position in delivery note", the Goods Receipt is ready to be booked for delivery and sent to Invoicing. Delivery takes place in a new tab "New Goods Receipt Booking". Here, new positions can be added and delivered.

Partial Delivery

Here, the quantity for delivery can be inserted. For partial deliveries, user could enter the quantity only for the position(s), he/she is willing to deliver. After inserting the quantity, user should click on "Book delivery" and the order would be sent to Invoicing. Partial Delivery can happen when:

• Not all the positions are delivered
• Not all the quantity from all the positions are delivered.

"Book Delivery" is applicable only for partial deliveries. In case, the whole ordered quantity is inserted, through this button, the order would be still partially delivered and more Goods Receipt booking would be possible.

Complete Delivery

If the user wants to have a complete delivery, he/she should enter the delivery quantity exactly like the ordered quantity and then click on "Complete Delivery Booking" button. Given, no quantity is inserted, the system automatically inserts the quantity ordered. If there was some partial delivery before, the system picks up the amount of the positions that haven't been delivered yet. If every position has already been delivered by partial delivery, Complete Delivery Booking will close the order by showing the respective Goods Receipt delivered with 0 positions.

Return Delivery

"New Return Delivery" cancels the delivered quantity of each Goods Receipt. The delivered quantity can also be partially returned by entering less than the delivered quantity.
In case, an order is completely delivered, no Goods Receipt can be booked anymore. However, by returning the delivery, booking new Goods Receipt would become possible again. It is possible to return the delivery of both partial and complete deliveries.

Goods Receipt Statuses

There are 5 statuses available for Goods Receipt:

• New: A new Goods Receipt
• Complete Delivered: When an order is completely delivered (all Goods Receipts are delivered).
• Delivered: When an order is partially delivered.
• New Return Delivery: When multiple partial deliveries have already fulfilled the ordered quantity of positions, by completing the delivery, the respective Goods Receipt would show 0 positions as delivered . Returning delivery would change the the status of such Goods Receipt to "New Return Delivery".!!!!!!!!!!
• Returned: When a delivered Goods Receipt is cancelled. No other action can be done in this status.

Booking additional positions

The user who made the order, can add new positions to the Goods Receip inside New Goods Receipt Booking page, if an extra product is needed.

Goods Receipt without an Order

Currently, it is only possible to create a Goods Receipt from an Order. Goods Receipt without an Order is not supported yet inside Accelerate platform.

Invoicing

After a Goods Receipt is partially or totally delivered, the supplier can see the order number inside "Orders to be Billed" list and create a billing request. The whole process of Invoicing is explained inside Invoicing App