Manual Stock Receipts

October 1, 2018 in Inventory Control

Purpose

This function can be used to manually enter the details of ‘Stock Receipts’ that have occurred in a given Stock Location. Once a receipt is completed using this facility the items appear in the inventory for the receiving stock location via ‘Manual Stock Receipts (MSR)’ transactions, and the value of the inventory being received is posted (written-on) to the General Ledger accounts nominated on each line item.

This function is an immediate process with no associated paperwork. The intent of this facility is to complete a transaction for a stock receipt movement that has already occurred physically i.e. it is a post-process function used ‘after-the-fact’ to bring the perpetual inventory system back into line with what has occurred to the physical inventory. As such it would typically be used by exception only.  The Purchasing functions for processing a Purchase/Shipment Order (with associated paperwork) or Manufacturing ‘production receipts’ would normally be the correct procedure to use when recording stock being received into a stock location.

This procedure is sometimes deployed as an interim process to enable stock to be received until the manufacturing and/or purchasing system are used. However, it can also be run as an on-going facility if neither of these systems are going to be deployed. Please refer to the ‘Stock Reasons‘ topic for examples of the types of reasons you would process transactions in this function.

Data Input

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Step 1 – Location

Location

Enter an existing Stock Location. This is the location for which the stock is being received into inventory. This location designates the warehousing or receiving point for the products you are entering.
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Step 2 – Transaction Details

Reason

Select the ‘Stock Reason‘ for the transaction. Stock Reasons are used for reporting purposes and also provide a default General Ledger account for the posting which improves data entry speed and accuracy by having it predefined.

Reference

Enter the relevant number (docket number/transaction number) to be used to record this transaction. You have up to 12 characters to enter manually.

You may also choose to let the system automatically generate a reference number by allocating the next reference number in the sequence by selecting the “Next” option. Sequential reference numbers are allocated based on the details set up for Document Prefixes.

Details

Enter a short description relating to the stock receipt being performed. This is shown in displays/reports for future reference. Enter details describing the receipt transaction that you are entering as free-form text. If a ‘Stock Reason‘ is selected then the reason’s description is used as a default to assist the user.
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Step 3 – Receipt Items

The products to be received into stock are entered in the form of a list, with details of each product on a separate line (row) of the list. Use the ‘Add’ icon to include receipt details for a given product to the list.

Product

Enter an existing ‘Product’ for which you want to complete a stock receipt. The product must be a valid stock item i.e. it cannot be a ‘Service’ or ‘Add-On’ charge product.

Note that once a product is entered/selected, if appropriate the user is prompted to select a Size and/or Colour. This assumes these features are turned on in the Product Format function and that the product itself is sized/coloured.

Quantity

Enter the ‘Quantity’ of the product that is being received. This quantity is entered in purchase or stock units. Please refer to Quantity Input for more details on entering quantities and associated data such as Bins and Tracking details.

NOTE: The entry of a negative quantity is allowed and supported. Entering a minus in front of the quantity will essentially do a stock issue (deduct from stock on hand) even though the transaction type is a stock receipt. This can be useful if you want to correct a previous error/mistake with the same transaction type.

Total Value

The ‘Total Value’ refers to the total cost of the item for the receipt quantity you have entered.  There are 4 options available as below:

  • Average – uses the current average unit cost of the inventory item to calculate the total receipt value
  • Replacement – takes the current replacement unit cost of the item to calculate the cost of the receipt
  • Standard – uses the standard unit cost of the item to calculate the total receipt value
  • (as entered) – select this option to enable the prompt so you can manually enter the total value of the item receipt
Posting

A mandatory part of completing a stock receipt adjustment is to enter the “Posting” details for the transaction that is created. You may post the value of the adjustment to either a General Ledger account or to the Job Costing ledger. If the stock reason selection has a default posting account recorded on it then this is the default posting recorded. Read here for more details on Account Postings.

Note: When posting to a GL account, the account entered here would NOT normally be a Stock On Hand account. The system already knows that this is a stock adjustment and so retrieves the appropriate GL account from the Product Group for the product being adjusted and uses that for one side of the GL posting. This prompt is asking for the other side of the posting, which is typically a non-balance sheet account i.e. a P&L or trading account.

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Finish & Links

Links

After submitting the transaction, you have the following options:

  1. Create another Stock Receipt transaction for this Location
    • This option returns the user to the start of a new transaction but maintains the current receiving stock location from the previous transaction to save time with re-entry
  2. Create another Stock Receipt transaction for a different Location
    • This option returns the user to the start of a new transaction, prompting them for a new receiving stock location
  3. Print Product Labels
    • Use this option to generate a report of product labels for the inventory items received. The number of labels to print is determined by the Label Code in the Product details. This allows for labels to be produced based on the number of Stock Units, Sell Units or Purchase Units.

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