In Business Cloud, as standard, goods will be booked from a purchase order than has been raised. However with business cloud being flexible it will allow users to record goods in where there is not a purchase order so that there is traceability, and it can be invoiced later.
To book goods in select +NEWGRN at the top of the goods received note screen. This will load the new goods received note screen. First users must tell the system which supplier or purchase order they want to receive goods for. It is at this point that users could select ‘processes without order’ if there is no purchase order currently in the system.
Once filtered select search which will display a list of outstanding order items within the filtered category. Across the top you will see the supplier details with space to record the delivery note number and if ‘auto populate quantity for all items of GRN’ is enabled it will populate the order item lines with the Qty from the purchase order. If this setting is disable users can simply confirm the line qty manually.
Each order item will display in bold orange text with its own stock table under it. If a stock item being booked in requires a serial/batch number, then an additional row will display for this to be populated. You can do this by free typing, using a USB scanner or if the system setting is enabled users can select +B/N to have the system create a batch / serial number.
Any internal notes recorded against the purchase order will display along with any document notes which can be added to if required. Once happy user can submit the goods received note which will make all necessary stock adjustments and the purchase order will display as ‘received’ on the purchase order screen pending an invoice.
Create Back Orders = If under receiving this will leave the purchase order outstanding with the remaining due to arrive
Accept Over Deliveries = If enable this will not update the purchase order and when invoicing the purchase order Qty will show and the receive Qty will display the PO Qty regardless. However, if this is disable then the purchase order will stay the same however when invoicing users will see the order Qty along with the received Qty.
Print Goods in Labels
Navigate to Suppliers > Goods received Note > Check the GRN > Actions at the top of the screen > Print labels
Reverse goods incorrectly booked into stock
With business cloud being flexible, if goods have been received in error, they can easily be reversed adjusting the items on the GRN note out of stock. This can only be done if there have not been any transactions recorded against the stock that has been booked in.
To reverse goods navigate to the goods received notes screen and select actions against the GRN in question then select quick reverse.
Pick stock for sales orders
Before stock can be dispatched to customers the stock MUST first be picked and allocated. Unless the sales order is for service items only as service items do not require picking and can just be dispatched following the despatch process.
Allocating and picking stock can be done selecting dispatch at the top of the screen and selecting either ‘pick orders by’ or quick pick (all items) Pick orders by will allow users to filter for sales order item lines within a given filter and quick pick (all items) will pick all items on the selected sales order regardless of due dates etc.
Pick orders by: will display the pick orders screen for users to set the required filters.
Once the criteria have been set all sales orders item lines that meet the criteria will display to be confirmed for picking. By default, the system will assume all items are to be picked however the user can deselect any.
If there are serial traced items on any orders, then the select serial numbers for picking screen will display where users can tell the system what serial numbers should be used. The qty’s and actual serial numbers picked can be confirmed on the dispatch screen later.
Once the user selects pick the picking list will display that can be printed and stock will automatically be allocated to the order.
Unpick items on a sales order
If there is an order that has been picked but the stock is no longer required, then it can be unallocated and unpick. To do this select the check box against the order in question the select dispatch at the top of the screen followed by dispatch. This will load the dispatch screen where users can select the options against the item line ‘do not dispatch’ & ‘unpick’ before submitting which will unpick the line.
Dispatch & Invoice
Only once there are items that have been pick can they then be dispatched. Dispatching orders is be done selecting the check box against the sales order(s) followed by dispatch at the top of the screen and selecting either ‘dispatch’, ‘dispatch &invoice’ or ‘multi dispatch and invoice’
Dispatch: Will allow users to simply dispatch sales orders item lines saving the dispatch on the sales order delivery notes screen where then can then be invoiced later. Where there are multiple dispatches for one sales order, the system will concatenate them together giving one invoice of all dispatches.
Selecting this option will populate the sales order details at the top of the screen for users can confirm the delivery/invoice date along with payment terms.
Under the order items section, all picked items will show allowing users to confirm qty’s, serial numbers and notes before submitting.
Once confirmed a delivery note and delivery note copy will be presented that can be printed and / or emailed to the customer. The record will still show on the sales order screen with a ‘delivered’ or ‘ part delivered’ status as well as showing on the sales delivery notes screen waiting for an invoice to be created.
From the sales delivery note screen uses can select one or multiple deliveries and create invoices.
Where there are multiple dispatches for a sales order, the system will concatenate them together giving one invoice of all dispatches. This WILL NOT create one invoices for multiple dispatches if they are from separate sales order.
Once confirmed invoices will be created and invoice documents presented that can be printed and / or emailed to the customer(s).
Dispatch & Invoice: Can be only be done when one sales order has been selected.
Selecting this option will populate the sales order details at the top of the screen for users can confirm the delivery/invoice date along with payment terms.
Under the order items section, all picked items will show allowing users to confirm qty’s, serial numbers and notes before submitting.
Once the dispatch has been confirmed an invoice for the despatched goods will be present and can be printed and / or emailed to the customer.
Multi dispatch & invoice: Allows multiple sales orders to be selected, dispatched and invoices at one time. This option CAN NOT be used if there are service item lines on the order.
Once selected it will open the dispatch screen showing all picked items across all selected sales orders for users to confirm qty’s, locations and price per UOM before submitting.
Once confirmed an invoice for all despatched goods for all customers orders will be presented to be printed and / or emailed to the customers.
Different stock and sales UOM: If you are using different stock and sales UOM there may be a difference between the qty you are dispatching and the qty of serial numbers you have picked. The system will display a notification to warn users there is a difference in qty’s however this will not stop them from being processed.
Create Back order: if enabled item lines will below the order Qty will remain outstanding waiting to be despatched. If disable the sales order will be marked completed and the remaining Qty will not be expected to be despatched
Reverse incorrectly dispatched sales order
With the flexibility of business cloud, If an order has been dispatched in error and no documentation has been send then it can be reversed using the quick reverse option against the sales invoice.
To reverse the dispatch, select actions against the invoice in question on the sales invoice screen followed by quick reverse. This will ask the user to confirm. The stock booked out will then be booked back in and a credit note will be created and matched off against the invoice as paid so the customer account shows correct. The original invoice will then display on the sales order screen pending dispatch.
Not Already An Advanced Business Cloud Essentials User?
If you’re struggling with the challenges of running a manufacturing business and looking for solutions then Advanced Business Cloud Essential could be the answer and we even offer a free review of your business’ processes to understand which software system could help you.
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