Purchases - Goods Received Voucher

The Goods received voucher (GRV) module allows the user to enter the goods received by suppliers and the relevant tax invoice details into the inventory system for processing. To access the GRV module the user will click on the Purchases  tab and proceed to click on the GRVs  button.

 

 

 If the Purchase order process has been followed then the submitted purchase order can be opened for processing by clicking on the open button.

 

 

The open button will populate a list of previously submitted Purchase orders. The user will double click on the selected document number that he will like to process, or click once on it and click on the OK button to populate the previously submitted form.

The details of the previously submitted Purchase order will be populated into the various fields. The user will have to enter the invoice number from the tax invoice received upon the delivery. After he has done so he will hit the enter key to be placed on the next field being invoice date. The invoice date will be changed according to the date on the tax invoice from the supplier. The 'use inclusive line totals',  if flagged, allows the invoice total field to show the totals inclusive or exclusive of VAT.  

 

 

Once the user has entered the correct date they can proceed by hitting the enter key which will place them on the Received qty column. Here they will be able to enter the quantity physically received during the delivery.

 

 

Þ [Note] If the quantities received or invoiced differ from the quantity ordered then a claim will automatically be generated in the system. Returned quantities will also generate a claim. If a claim is generated then a block next to the order code  will turn to a colour according to the type of claim indicated by the legend. 

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If the Invoice Total in Procure.net is different to the total on the invoice from the supplier, they can adjust it to the amount on the suppliers invoice by clicking on the Invoice Total column and entering the amount.

Once the user is satisfied with the details of the GRV he will proceed to ensure that the delivery date is the correct one, if not he can click on the date icon and change it accordingly.

 

 

 

The user will then proceed to enter the totals as per the invoice being sub total, tax and total.

Þ [Note] if any of the totals do not correspond the user will not be able to submit the GRV until the issue has been clarified. An alert will pop-up

 

 

Finally, the user will click on the Submit button once satisfied with all the details.

A screen will pop-up with a summary of the GRV. The user will then click on the Proceed button or he can click on the Back button if any changes need to be made.

 

 

Last screen will give the user the option to skip printing or click OK to print a hard copy of the document.

 

 

If the flow from Order Request to Orders to GRV has not been followed then the user can GRV the stock items directly.

The user upon receiving the goods and invoice will process the GRV by firstly clicking on the Supplier nr button.

 

 

A list of suppliers will be populated from which the user can select the appropriate supplier by double clicking on the required supplier or clicking once and then clicking on the OK button.

 

 

Once the fields are populated the user can enter the Invoice no according to the invoice received for the relevant supplier. He will proceed by hitting the enter key which will take him to the next field being Inv Date. Here the user will fill the invoice date according to the invoice received from the supplier.

 

 

Once the date is entered the user will hit the enter key to be taken to the Cost centres field. The user can hit the enter key again and this will bring up the list of cost centres to choose from. Once the relevant cost centre is found the user will double click on the centre or click once on it and then click the OK button.

 

 

The next field that the user will be directed to will be the Order Code. By hitting the enter key a list of stock items will be loaded. The user will be able to make a choice of the items required by flagging them under the Selected column. The user will click on the OK button to load the items into the grid.

 

 

Once the items are loaded the user will be able to enter the Received qty and Invoiced Qty column.

 

 

If the Invoice Total in Procure.net is different to the total on the invoice from the supplier, they can adjust it to the amount on the suppliers invoice by clicking on the Invoice Total column and entering the amount.

The user will then proceed to the Invoice Totals box. Here the user will enter the totals according to the invoice.

 

Finally, the user will click on the Submit button once satisfied with all the details.

A screen will pop-up with a summary of the GRV. The user will then click on the Proceed button or he can click on the Back button if any changes need to be made.

 

The last screen will give the user the option to skip printing or click OK to print a hard copy of the document.

 

 

Þ [Note] If a claim has been generated it will be shown in this box with the relevant document number.

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