The following steps describe the standard receipting process that should be used with BBS Accounting. Please note that the Warehouse Process and Admin Process can be merged where the same person is performing the receipting process from start to end.

 

Warehouse Process

1.Identify purchase order number from supplier’s paperwork

or

Use Inventory Enquiry to look up a product, and view Outstanding Purchase Orders to find the purchase order number

2.Print the Pre-Receipt Checklist for each purchase order. This is done from: Main Menu > Warehouse > P/O Pre-Receipt Checklist

3.Initial top of Pre-Receipt Checklist

4.For each item, write the quantity actually received from supplier (a tick for full amount ordered, or a cross for not received is acceptable)

5.If *BARCODE REQUIRED* is displayed on the Pre-Receipt Checklist for an item that has a barcode, open Inventory Enquiry, enter the product code, click Jump To (F8) > Product Maintenance, General Information tab, click in the APN/Barcode field and scan in the barcode of the item.

6.If *NEW* is displayed on the Pre-Receipt Checklist for an item that can be bin located, and bin locations are in use, find a suitable bin location and then open Inventory Enquiry, enter the product code, Jump To (F8) > Product Maintenance, Warehouse Details tab and add in the bin location of the item.

7.Place up-to the quantity reserved for each item aside for later despatch. Please refer to Picking, Packing & Despatch Process (Picking Run) or Picking, Packing & Despatch Process (via Dashboard) for more information.

8.Place supplier invoice/delivery docket together with pre-receipt checklist in a tray for Admin.

 

Admin Process

1.Check all quantities received on pre-receipt checklist match invoice/delivery docket.

2.If backorder quantities are shown on the supplier invoice/delivery docket, note if any backorders have been cancelled on the pre-receipt checklist so they can be unflagged when receipted.

3.Check the prices and/or totals of each item on pre-receipt checklist against invoice (if an invoice has been received).

4.Use Stock Receipting to enter all details. This is done from: Main Menu > Warehouse > Stock Receipting

5.For delivery docket receipted goods, place paperwork in Awaiting Invoice tray

or;

For invoice receipted goods, set invoice aside for Admin to post for payment later.

 

Receipting Exceptions

1.Faulty Stock – Found prior to Receipt

Receipt other goods on purchase order. DO NOT receipt the faulty goods. Accept receipts with variance equal to the value of faulty stock and enter the reason. Write RFC Required on the paperwork.

2.Incorrect Product Received – Found prior to Receipt

Receipt other goods on purchase order. DO NOT receipt the incorrect product. Accept receipts with variance equal to the value of the incorrect product and enter the reason. Write RFC Required on the paperwork.

3.Short Supplied or Incorrect Cost Price Charge – Found prior to Receipt

Receipt the goods actually received, at the cost price that should have been charged, and process the receipts with a variance equal to the discrepancy and enter the reason. Write RFC Required on the paperwork.

4.Incorrect Freight Charged by Supplier – Found prior to Receipt

Enter the correct freight amount and receipt the goods. Process the receipts with a variance equal to freight discrepancy and enter the reason. Write RFC Required on the paperwork.