Goods receipts: what arrived and who took it in

Summary

Purchases > Goods receipts lists every delivery recorded against a supplier, and who recorded it. A delivery appears as soon as its delivery note is confirmed, whether it was scanned or entered by hand.

It is the screen for “we have got two of these, who booked in which one”.

Prerequisites

• Permission to view purchases.

Steps

Find a delivery

1. Search by document number.
2. Filter by supplier or by the date it was received.

Read a goods receipt

1. The header shows the supplier, the supplier’s document number, the status and the date received.
2. Lines shows each part: part number, description, quantity received, batch or serial, and whether it was inspected.
3. Where it went says what happened to each line. Either a quantity into stock, or straight onto a job, named. Where a line was split across jobs, the quantity for each job is recorded on the job itself.
4. Lines can be marked Inspected, OK, Damaged, Wrong part or Not inspected.
5. If the delivery arrived with a purchase invoice, there is a link straight to it.

Read the provenance chain

Who handled this delivery records three steps separately: Scanned, Received and Confirmed.

They are separate because scanning a document is harmless. Confirming it is what moved the stock figures. So when two of something turn up in stock, the question is who confirmed, and the record answers it.

The same person often appears twice. Torqueflow records who confirmed the delivery and takes that person as the receiver, unless a scan says otherwise. A delivery emailed in shows the address it came from.

A receipt entered by hand shows Entered by hand, no scan, which is not a gap, it is what happened.

Expected Outcome

• Every delivery on one list, searchable by document number.
• A clear answer to what arrived and where it went.
• A named, dated chain for who took it in.

Notes

• A document number can only be recorded once per supplier. That is the duplicate protection, and it is what stops the same delivery being booked in twice.
• Punctuation and case do not get round it. “DN-1234”, “dn1234” and “DN 1234” are the same number as far as the check is concerned.
• There is currently no way to cancel a goods receipt. If one is wrong, check the existing receipt and speak to an owner. Being able to cancel one is planned.

Troubleshooting

Problem: “Delivery note {number} was already recorded for this supplier.” Cause: That document number is already on a goods receipt for that supplier. Fix: Open the existing receipt from the message and check it before recording anything again. It is usually the same delivery reaching you twice, by scan and by hand.

Problem: “This scan was already confirmed.” Cause: The same scan was confirmed once already. Fix: Open the goods receipt it created.

Problem: I recorded a delivery against the wrong supplier. Cause: The supplier was mis-picked at confirmation. Fix: It cannot be cancelled yet. Speak to an owner so the stock and the purchase side can be corrected together.

Problem: A line shows no stock movement. Cause: It went straight onto a job rather than into stock, or it was a money-only line with no catalogue part behind it. Fix: Check the Where it went column.