Goods Received Notes

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Use the G.R.N. command to enter details of goods as they are received. Goods received notes provide the following benefits to the process of recording receipts:

They provide a means to enter several receipts in one delivery from a single supplier, thereby saving you having to enter one receipt transaction per stock item as required by the Receipts command on the Stock Control - Processing form's Action menu.
GRNs can be used to receive stock into a quarantine warehouse for subsequent release to a non-quarantine warehouse. While held in a quarantine warehouse, the stock is unavailable for issues.
They can be used to book receipts of goods against orders raised using the Purchase Orders application. You can pick items for delivery from order detail lines, and match in full or in part the quantities received against the quantity ordered.

If you need to process stock records that are traceable by serial or batch numbers, refer to the Traceability Help topic for information.

Posting a New GRN

Capture tab

This tab is where you enter the header details for the GRN.

Box	Description
GRN Ref	A reference that identifies the GRN. The reference is taken from the Next GRN Document box on the Stock Control - Utilities - Set Options form.
Carrier	A reference that identifies the carrier for the GRN. You can select from a list. Carrier records are maintained using the Carriers command on the Maintenance menu.
Del Ref	A reference of up to ten characters to identify the GRN. This is a delivery reference independent of the automatically generated GRN number and may be used in any way meaningful.
Shipping Ref	The shipping reference for the receipt. This provides an accurate link from the receipt of the stock item to the documentation related to the shipping of the item. This option is enabled if the Landed Costs option is selected on the System - Maintenance - Company Profiles form.
Date	The date of the receipt. This defaults to the system date. If Stock Control is linked to the Nominal Ledger, this date is also used for the update of the Nominal Ledger. For information about how stock updates the Nominal Ledger, see the Introducing Stock Control Help topic. If you use the Open Period Accounting feature, this is the date used to determine the period in the Nominal Ledger that the transaction is posted to. Open Period Accounting is an optional feature that allows you to control whether your Nominal Ledger accounting periods are open or closed for new postings. Accounting periods can be kept open as long as necessary but are normally closed once management accounts have been presented for the financial year. If Open Period Accounting is used, each transaction that is posted in the application has a Nominal Ledger transaction date, which determines the accounting period that is posted to and the period name that is displayed at the time of posting. The period that is posted to can be the current Nominal Ledger period, a previous Nominal Ledger period, or a future Nominal Ledger period as long as the period is open. You also do not need to change the application's system date because the Nominal Ledger transaction date determines which period is updated. Open Period Accounting works with both the Real Time Update method and the batch transfer method of updating the Nominal Ledger. An option on the Company Profiles form controls whether Open Period Accounting is used.
User	A reference that identifies the person responsible for the GRN. Your user name is displayed and will be the user record associated with the GRN record but you can override this.

Memo tab

You can attach a memo to the GRN using the Memo tab.

History tab

Use the History tab to display the creation and revision history details of the currently highlighted GRN document. This includes the date and time the GRN was created and last changed and the user name in each case.

Selection tab

When you select the G.R.N. command, the Selection tab is displayed on which you can choose the GRN transactions to work on. You can select on stock reference, warehouse (if applicable), carrier and delivery reference. You can specify a range of dates or GRN numbers. Use the options to choose which type of GRN document is included in the selection.

The first time you use the function, there will be no existing GRNs so the initial options will be irrelevant. Subsequently, once you have many GRNs in progress, you may want to control which ones are displayed and in what order they are listed for processing. You can choose which stock receipts are displayed after you select the Display Data button.

Stock Receipt Type	Description
Goods Received Notes	Tick this box to include stock receipts posted in this GRN command.
Direct Receipts	Tick this box to include stock receipts posted from the Receipts command on the Stock Control - Processing form.
Purchase Orders	Tick this box to include stock receipts posted from the Receipts command on the Purchase Orders - Processing form.
Works Order	Tick this box to include stock receipts posted when assemblies are made in the Bill of Materials application.
Outstanding Only	Tick this box to include only GRNs that have not been released.

List tab

Use the List tab to view the GRNs that have been posted along with some of the details. Double-click the required GRN to view its header details on the Capture tab.

When the List tab is open you can print a GRN Header Summary report using the icon on the toolbar. This report includes a list of the GRNs you can see on the screen.

Creating New GRNs using Purchase Orders Details

If you have the Purchase Orders application, you can select purchase order records to complete the GRN detail lines when you use the Details command on the Action menu. If you choose to pick from purchase orders, a dialog box is displayed that you use to determine the selection criteria that controls which purchase orders items are included. You can specify a range of suppliers, purchase order numbers or transaction dates. You must identify the receiving warehouses if the warehouses feature is used. If you select the Default to P.O. Warehouse option, the application uses the warehouse entered on the purchase order.

Purchase Order Criteria

Box	Description
From ... To	The date range for the purchase orders you want to include.
Traceable Items To	The warehouse where traceable items will be received.
Non Traceable Items To	The warehouse where non-traceable items will be received.
Default to P.O. Warehouse	If this box is ticked the stock receipt is posted to the warehouse that was entered on the purchase order. This affects non-traceable stock items only.

Purchase Order Details

When you have completed your selection criteria and clicked OK the application displays a list of all purchase order detail lines that meet the criteria you have defined. The list shows these details for each line:

Purchase order number
Purchase order line number
Product description
Receipt date.

You can amend the receipt date in the Rec Date box which defaults to the current system date and enter the quantity received in the Rec Qty box.

Matching the quantity ordered with the quantity received

Clicking (Un)Match on the Action menu matches quantity ordered with the quantity received; that is, whatever the order quantity shown in the Order Qty box is inserted into the Received Quantity column indicating that the full quantity ordered has been received. You can also use the same command to clear the matched quantity.

When you click OK on the Purchase Order Lines form, the application creates a GRN document that includes the items you have selected. You can add further items manually if required.

Details command

Use the Details command on the Action menu to add the stock items for the GRN or to view the details of an existing GRN.

Box	Description
W/house	A reference that identifies the warehouse for the GRN. This only applies if you have the multi-warehouses feature activated. You can select from a list. Warehouses are maintained using the Warehouses command on the Maintenance menu. You can receive stock items directly into a non-quarantine warehouse, provided receipts are an authorised movement in that warehouse's definition. Goods received into a non-quarantine warehouse are automatically marked as released and are available for issue, while goods received into a quarantine warehouse must be released manually into a non-quarantine warehouse before they can be issued.
Del Note	The delivery reference entered for the GRN header is displayed here but may be overridden if required.
Supplier	A reference that identifies the supplier. You can select from a list. Suppliers are maintained using the Processing command in the Purchase application.
Sup. Ref and Sup. Des.	A supplier reference and description to identify the item received.
Stk. Ref.	A reference that identifies the stock item received. You can select from a list. The stock description will be displayed automatically.
Quantity	The quantity of the item received.
Weight	The weight for the stock item.
Quality	A comment about the quality of the item received.
Condition	A comment about the condition of the item received.
Cost	The cost price of the item received. The cost price from the stock record will be displayed as a default. If you change the cost price, the application will update the cost value automatically. You cannot enter the cost value directly. The cost is used to update the line value according to the quantity and displayed in the Value box alongside.
Landed Cost	If a stock item is subject to landed costs, when a stock receipt is posted both the unit cost and the unit landed cost are used to calculate the total cost of the receipt. This applies to all types of stock: Non FIFO, FIFO, and batch and serial traceable. The landed costs that are relevant for the stock item are set up on the Stock Control - Processing - Landed Costs form. When the stock item is issued to a customer, the total cost (including both the unit cost price and the unit landed cost) is taken into account when margins are calculated. Where these costs are displayed in Opera, for example in these Sales Ledger forms: View, Sales Analysis View, Sales History View and these Sales Order Processing reports: Orders Listing and Quotes and Proformas report, they include both the unit cost and the unit landed cost. Landed cost prices are always calculated to two decimal places. This cost is then added to the unit cost price to calculate a total cost price. For example, if a stock item's price is held to three decimal places, say a unit cost price of 7.675 and a landed cost of 1.56 (always held to two decimal places), the total cost price is 9.235. If the cost price is held to either zero decimal places or one decimal place, the cost price is rounded. For example, if a stock item's price is held to zero decimal places, say a unit cost price of 7 and a landed cost of 1.56 (always held to two decimal places), the total cost price is 9 (7 + 2 (1.56 rounded up)). If a stock item's price is held to one decimal place, say a unit cost price of 7.1 and a landed cost of 1.56 (always held to two decimal places), the total cost price is 8.7 (7.1 + 1.6 (1.56 rounded up)). See the To Set Up Stock Control for Landed Costs Help topic for details on the steps that need to be followed to set up landed costs.

Process command

Action Menu

An Action menu on this form provides the following commands:

Use this command	To
UnMatch	Clear a previously matched delivery line.
Assign	Assign serial or batch numbers to traceable items. If you need to process stock records that are traceable by serial or batch numbers, refer to the Traceability section for information.
Header	Display the header details of the GRN document.
View	Display either invoice or matched lines. If you click Invoice Lines, the application displays existing purchase invoice lines that include the selected item. If you click Matched Lines, the application displays a list of the delivery lines already matched.

Matching GRNs to Purchase Orders

Use the Process command on the Action menu to match the GRN against purchase orders raised using the Purchase Orders application. The application displays the delivery lines for the GRN document. An Action menu on this Details for G.R.N. form provides commands you can use to match selected delivery lines against the outstanding purchase order lines retrieved. After the matching has been processed, the Order Balance box is updated on the supplier's Processing form in the Purchase Order application.

Matching GRNs

When you use the Match command, the application searches for outstanding (unmatched) purchase order lines for the same item. If none are found, a message to that effect will be displayed, otherwise the Order Lines form appears showing all purchase order records that contain that item and are awaiting matching. An Action menu on this form provides the following commands:

Use this command	To
Costs	Display the unit order cost of the currently highlighted order line item.
Match Qty	Match the currently highlighted delivery line quantity with the order line so that the quantity matched equals the quantity delivered. Alternatively, you can enter the quantity matched directly in the Matched column. If already matched, a message is stated.
(Un)Satisfy	This marks the purchase order line as being fully matched. A tick is shown alongside the matched column. If the line is already matched, pressing F6 clears this indicator.
View	Display either invoice or matched lines. If you click Invoice Lines, the application displays existing purchase invoice lines that include the selected item. If you click Matched Lines, the application displays a list of the delivery lines of already matched.

Assigning Serial or Batch Numbers

The Process command can also be used to assign serial or batch numbers to traceable items. If you need to process stock records that are traceable by serial or batch numbers, refer to the Traceability section for information.

Release Command

Releasing Stock Items from a Quarantine Warehouse

Use the Release command on the Action menu to release all or part of the currently highlighted GRN. The application will display the Delivery-Lines for G.R.N. form listing the detail lines of the selected GRN. If you have more than one non-quarantine warehouse you will need to identify the warehouse into which the stock is to be released. You can break down the release across more than one warehouse code, specifying the quantity to be released to each warehouse. Enter the quantity to be released for each line, then click OK to commit your GRN releases. You will be returned to the GRN processing List tab.