Incoming Inventory

Goods receipts refer to the process of receiving products that have been purchased or ordered from a vendor. This procedure typically involves verifying the quantity and quality of the received products, comparing the delivery to the corresponding purchase order, and updating the inventory to reflect the new product quantities.

In Cashflow, after placing a purchase order with a vendor, when the merchandise arrives at your warehouse, you need to record a goods receipt in the system. This action increases the inventory level of the corresponding products and, depending on the system configuration, can trigger additional events, such as updating the average costs of the products.

1. Create a New Goods Receipt

To create a new goods receipt:

1. In the main menu, go to Inventory, and then click on Goods Receipts.
2. In the list of Goods Receipts, click on the (+) button.
3. In the "Copy From" window, choose the Purchase or Purchase Order to receive from the list, and click Generate.
4. Select the issue date, receipt date, employee, and document status (Draft or Open). Since we are receiving from a purchase or purchase order, the fields for the supplier and currency come by default and cannot be modified.
5. In the content section, you can see the products/items to receive with the ordered quantity. If you are receiving all the merchandise, simply save the document. However, if you are receiving an order partially, you can modify the quantity to receive in the quantity field or delete lines of items that are not included in the merchandise to be received.
6. Finally, you can add additional notes.
7. Click Save to save the document.

2. Editing a Goods Receipt

There may be occasions when it is necessary to modify a goods receipt. This could be due to an error or mistake. To edit a goods receipt:

1. In the main menu, go to Inventory, and then click on Goods Receipts.
2. In the list of Goods Receipts, locate the receipt you wish to modify.
3. Click on the actions menu (three horizontal dots).
4. If the receipt is in Draft status, click on Edit.
5. If the receipt is in Received status, you won't be able to edit it; you will need to void it and create a new document.
6. Make the necessary adjustments.
7. Click Save to save the changes.

3. Deleting or Voiding a Goods Receipt

There may be occasions when it is necessary to delete or void a goods receipt. This could be due to an error or mistake. To void or delete a goods receipt:

1. In the main menu, go to Inventory, and then click on Goods Receipts.
2. In the list of Goods Receipts, locate the receipt you wish to delete in the list.
3. Click on the actions menu (three horizontal dots).
4. If the receipt is in Draft status, click on Delete.
5. If the receipt is in Received status, you won't be able to delete it; you will need to void it.
6. You will be prompted to confirm the action.

5. Goods Receipt List and Options

The options in the action menu for each goods receipt are as follows:

1. Preview
   ‍This option allows you to view the goods receipt in a print format. It's useful for verifying information before taking any additional actions.
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2. Edit
   ‍If you need to edit a goods receipt, this option allows you to make changes as long as it's in Draft status. You can only see this option if the receipt is in Draft status.
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3. History
   ‍This option allows you to view all transactions associated with this goods receipt.
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4. Create Settlement
   ‍This option allows you to create a settlement document (importation costs) based on the receipt and link its items for importation cost calculation purposes.
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5. Audit
   ‍The audit feature shows the changes made to the document, providing a detailed tracking of modifications.
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6. Attach File
   ‍This option lets you add files related to the receipt, such as supporting documents or attachments.
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7. Delete
   ‍If, for any reason, you need to delete a goods receipt, you can do so using this option. Please note that you can only delete receipts in Draft status.
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8. Void Document
   ‍If you need to void an issued goods receipt, you can use this option. A voided receipt cannot be deleted and is retained in the system for record and audit purposes.
   

Tips & Best Practices

1. Use the 'Copy From' Functionality
   ‍When creating a goods receipt, we recommend using the 'Copy From' functionality. This allows you to select the purchase or purchase order corresponding to the goods you are receiving, saving time and reducing potential errors.
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2. Check the Document Status Before Making Changes
   ‍Before making any changes to a goods receipt, always make sure to check its status. Remember that goods receipts in the 'Received' status already affect inventory and accounting and cannot be modified. In such cases, you will need to void the receipt and create a new one.
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3. Utilize Menu Action Options
   ‍The menu action options for each goods receipt offer a variety of functionalities. For example, you can use 'Audit' to track detailed modifications to the receipt or 'Attach File' to add related documents.
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4. Review Information Before Saving
   ‍Before saving a goods receipt, it's always good practice to review all the information to ensure its accuracy. This includes the issuance date, receipt date, employee, document status, product quantities, and additional notes.
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5. Maintain Detailed Modification Tracking
   ‍The audit function allows you to maintain detailed tracking of all modifications made to a goods receipt. Use it to keep control of changes and maintain effective inventory management.
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6. Associate Importation Costs with Receipts
   ‍If your purchases include importation costs, you can use the 'Create Settlement' option to generate a settlement document and link its items to calculate these costs accurately.
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7. Inventory Control Methods (Simple and Complex)
   If you have a small business and do not have dedicated inventory management personnel, the Simple method may be the best choice for you. This method allows you to update your inventory directly when recording a purchase, eliminating the additional step of creating a goods receipt. This streamlines the inventory control process to suit your needs.
   
   To configure your inventory control method, go to Settings > Inventory > General Settings, then enable or disable inventory process options such as Dispatch and Receipt.

Common Issues

Experiencing problems with the goods receipt feature? Here are some common issues and their solutions:

1. Cannot See the Goods Receipt Option in the Menu
   ‍First, check if your subscription includes this feature. Ensure you have the necessary permissions to access this section. Verify that the goods receipt option is enabled in the general inventory settings. You can find this in Settings > Inventory > General Settings in the system.
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2. Cannot Change the Supplier in the Receipt
   ‍You cannot change the supplier in a receipt because the supplier information is inherited from the purchase order or purchase associated with the receipt.‍
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3. Cannot Create a Goods Receipt
   ‍Remember that goods receipts must always result from a purchase order or purchase. You cannot create a receipt without a previous document that defines what goods are to be received.
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4. Cannot Modify a Receipt in Received State
   ‍Once a receipt has changed to the 'Received' state, it cannot be modified. If you need to make a change, you will need to void it and create a new receipt.‍
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5. Cannot Delete a Receipt in Received State
   ‍Receipts in the 'Received' state affect inventory and accounting and cannot be deleted; they can only be voided.‍
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6. Some Menu Options Are Unavailable
   ‍Depending on the state of the receipt (Draft or Received), some options may not be available. For example, you cannot edit or delete a receipt in the 'Received' state.‍
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7. Cannot View the Receipt History
   ‍The receipt history allows you to view all transactions associated with the receipt. If you have trouble accessing this option, make sure the receipt is not in the 'Draft' state.‍
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8. Issues with Uploading Files
   ‍The file upload option allows you to add documents related to the receipt. If you encounter problems with file uploads, check that the file format is compatible and does not exceed the maximum allowed size.

If you cannot resolve the issue, it's always best to contact technical support for assistance to avoid potential errors that could affect your accounting records.