Supplier Orders: Receive

Introduction

Once the supplier order has arrived at your location, the order within Centegra Plus needs to be marked as Delivered. This should be done in a timely manner to guarantee precise real-time tracking of on-hand product quantities within the site.

The process of receiving in a supplier order is broken down into the following stages:

• Update The Order Details
• Check & Update The Order Products
• Upload The Invoice and/or Delivery Note (Optional)
• Receive In The Order

Update The Order Details

To receive in an order: 

• Head to Inventory Management > Supplier Orders > Orders.
• Locate the required supplier order and select [EDIT]. 

Within the order details section of the order:

• Supplier Order Ref / Invoice Number: Enter the order reference or invoice number provided by the supplier for this order. 
• Delivered Date: Enter the date and time that the order was physically received into site.  

Check & Update The Order Products

Against each item within the order, the same details seen when placing the order are shown. Note that: 

• Del Qty: The delivery quantity now shows in place of the ordered quantity. This automatically populates with the quantity of the product originally ordered.
• Unit Price: Displays the cost of the product from the supplier. If the supplier product cost is not set as "Contacted", the cost can be edited if required. (This updates the Product Cost History.)

If any products quantities within the order are not as expected, see: 

• Changing The Delivered Quantity Of A Product
• Removing A Product That Was Not Delivered
• Adding An Extra Product That Was Delivered 

Changing The Delivered Quantity Of A Product

If you have received a different quantity to that which was ordered for a product, simply enter the correct quantity into the Del Qty field based on the Size description shown. 

The difference between the ordered quantity and delivered quantity will be available within reporting. 

Removing A Product That Was Not Delivered

If you have not received a product that was ordered, simply enter a quantity of zero into the Del Qty field against the product.

The difference between the ordered quantity and the delivered quantity of zero will be available within reporting. 

Adding An Extra Product That Was Delivered 

If you have received and accepted a product that was not originally ordered, at the bottom of the products section select [NEW ORDER ITEM]. 

In the blank row added at the bottom of the order:

• Supplier Product: Select the supplier product to order from the list. 
• Del Qty: Enter the quantity received based on the Size description shown.
• Unit Price: Displays the cost of the product from the supplier. If the supplier product cost is not set as "Contacted", the cost can be edited if required. (This updates the Product Cost History.) 

For information only, the products Tax Rate and Net, Tax and Gross values are shown based on the cost.

The difference between the ordered quantity of zero and the delivered quantity will be available within reporting. 

Upload The Invoice and/or Delivery Note (Optional)

If required, you can upload a PDF or image of the invoice and/or delivery note against the supplier order. 

To do so, within the supplier order select [UPLOAD FILE]

Within the Upload File window: 

• Folder: Select the File Manager folder to store the file within. 
• Title: Enter a title for the file. (Recommendation: Enter the invoice number / delivery reference.)
• Tags: If applicable, select tags to assign to the file. 

Then select [CHOOSE FILE] and select the file from your device. (If using a mobile or tablet device, you can opt to take a photograph to upload.)

Then select [UPLOAD]. 

The file is now available both within the supplier order as well as the selected folder within file manager. 

TIP: File Manager Folders can be restricted by section and site. Consider setting up specific Supplier Order folders per site, to restrict file uploads to supplier orders only at each site. 

Receive In The Order

Once all the correct delivered quantities have been entered, the order can be received in. 

To receive in an order, select [DELIVER]. 

This will progress the ordered to Delivered state, and:

• Stock movements will be generated based on the orders delivered date for each product, to update the products stock on hand by the delivered quantity entered.
• If any products cost has changed since the product was previously ordered, the Product Cost History will be updated to reflect the new cost.