Receiving Goods From A Purchase Order

Once you have created a Purchase Order and the goods are being received, there are some options for how to correctly complete the receipt of these goods in TBS

A purchase order is not - technically - fulfilled until both the goods have been received and the invoice has been received which complete the order

For this example, we will use 2 stock descriptions, one set for rental stock :

And another stock description set for sales stock (note the Use Sales Transactions field) :

We have created a purchase order for our rental stock :

Note : the purchase account code being used for this item is set to 'Fixed Asset Purchases' :

In this account code, note the Account Type field here is set to 'E' - which (as the hover over help text will tell you) is set for 'Equipment Purchases'

The Account Type field use here is entirely optional - but when set to E, this will prompt the extra action of creating stock items when non-sales-transactions goods are being received within a Purchase Order.....

Use the 'Receive Goods' button in the Purchase Order screen to receive the goods and fill in the number you are receiving :

When the Save button is pressed, the actions taken depend upon several factors :

Receiving goods is firstly controlled by the 'Use Sales Transactions' setting of the specific stock description of the item being received.....

If the stock description does not have this set, then nothing is added in to sales stock at all

Using sales transactions also presumes using non-serialised stock as well..... as sales stocks are simply held as a quantity per home and added to and subtracted to as befits creating sales stock transactions against the home quantity entry for an audit trail.....

For non sales transactions, the next thing that is looked at when receiving items is the Purchase Account code used on the purchase order item to purchase the goods.......

If the Account Type of the purchase account code is set to an 'E' - this will trigger receipt of goods by way of adding stock items at the point of receipt (this depends upon how your physical system works for receiving goods.... hence why it is optional to set the account type or not depending on your own preference) - so in this case we are prompted :

And if we decide to create our new stock items we are shown a window to do this (note : as this particular description is set to 'Use Serial Numbers', we are shown the entry set for singular item quantity) :

These stock item entries will continue until the quantity of received items is fulfilled

The 'Use Serial Numbers' entry of a Stock Description is only a determining factor in how stock items are added (so whether singly or by allowable multiple quantity) and has no other bearing on receiving goods.....

For our sales item, the order appears largely the same :

Here we receive our items initially in the same way :

The twist comes when you have a stock description set to Use Sales Transactions but you receive goods against an account type set to 'E' :

At this point you are asked if you want to receive sales stock or rental stock so they can be added as appropriate :

Note : if the Purchase Account code Account Type is not set to 'E' then this question is not asked and sales stocks are added without question - let us assume here that sales stocks are added :