Stock receipt

Use this page to create and post stock receipts.

Create a stock receipt

1. Select Create.

   The Status is Details required.

2. Select the Site and the Date.
3. The stock receipt number generates automatically from the default sequence number associated with it. You can specify your number on the Sequence number page, and assign it to the document on the Sequence number assignment page.
4. Select or create a Reason to capture a record of an adjustment of a quantity in stock.
5. Select the Add a line icon from the Document lines grid. The New stock receipt panel opens.
6. Select the Item name.
7. Enter the Quantity in stock unit and the Actual cost.
8. If locations are managed at the site, select the Location and select the Quality control status. These will default to the values you select on the Stock rules tab on the associated Item-site, but you can change them.
9. Select OK.

You can now add stock details for the item.

Add stock details

Select the More actions icon from the grid line, then select Stock details to open the Stock receipt detail window.

1. Select Add a line from the grid.
2. Enter the stock line information. The Quality control status and Location default from the associated stock receipt line, or to any values you select on the Stock rules tab on the associated Item-site, but you can change them. You can add different stock lines to split the total quantity on different stock details. 
   • When the item is lot managed, you can select an existing lot number or enter a new one. For a new lot number, the New label displays in the list next to the lot number and the New lot checkbox is automatically selected. You can also leave the lot number blank. In this case the New lot checkbox is automatically selected. The new lot number is automatically assigned based on the sequence number when you post the receipt.

     When you enter a lot number that already exists, it could display several times in the selection list. It means that different sublots are already associated with this lot number. Select a lot number and enter the sublot number.

     You can enter the Supplier lot number. It is automatically displayed, and you cannot change it when the lot number already exists and is already associated with a supplier lot number.

   • When the expiry date is managed, you need to enter the date if it is a new lot number.
   • When the item is sublot managed, you need to enter the sublot number. The sublot number is automatically displayed if the lot number is already associated with a single sublot. You can change it and create a new one. If the lot number is associated with different sublots, you need to enter the sublot number or create a new one.

     When you enter or change the sublot number, the New lot checkbox is automatically selected. It means that a new combination of lot number and sublot number is created when you post the receipt.

   • When the item is serial numbered, To be generated is displayed in the Serial number field. Serial numbers are automatically generated based on the sequence number when you save the receipt.
3. Select OK, then Save. The Status displays as Details entered.

   When the item is serial numbered, you can display the generated serial numbers from the Stock receipt detail window. From the More actions icon, select Serial numbers.

Assign dimensions

You can assign dimensions to a line when the stock receipt status is Draft or In progress.

1. Select the More actions icon from the line, then select Dimensions.
2. You can select a dimension for each dimension type.

Manage dimensions

Stock receipt lines can inherit dimensions and attributes from the site, item or from both. For this, dimensions and attributes need to be set on the site record or item record, and default dimension rules need to be set on the company record, on the Dimensions tab. When you create a stock receipt, the dimensions default on the lines from those defined for the site, item or both.

If default dimension rules are not set for the company, you can add dimensions directly on the stock receipt lines. You can add and change dimensions on each line individually. Or, when you create the stock receipt you can add the dimensions for all lines and then change them individually later if required.

To manage dimensions for individual lines:

1. From the More actions icon on the line, select Dimensions.
2. Select the dimensions you want for the line.
3. Save.

To manage dimensions for all lines:

1. From the More actions icon on the record, select Set dimensions.
2. Select the necessary dimensions.
3. Select Apply to all lines to apply the dimensions to all the existing and future lines or Apply to new lines only to apply the dimensions to future lines only.

Post a stock receipt

Before you can post a stock receipt, you need to enter all the stock details for this item, the status for the receipt displays as Details required.

Select Post stock to generate the stock movements.

When you post the stock receipt, the Status changes automatically from Details entered to Stock posting in progress, then to Received. When the post is not successful, the Status changes to Stock posting error.

When you successfully post the stock receipt, the Posting tab displays, where you can navigate to the associated journal entry record and monitor the posting status of the stock receipt.

Edit or delete a stock receipt

You can edit the stock receipt only when the Status is Details required. You can delete the stock receipt when the Status is Details required or Details entered.

To edit or delete the stock receipt record:

1. Select the stock receipt record.
2. Make changes as needed
3. Select Save or Delete.

To delete a grid line:

1. Select the stock receipt record.
2. Select the More actions icon from the grid line.
3. Select Delete.