Goods receipts in Scopevisio
Basic principle of the goods receipt process
The goods receipt process is based on the documented result. You use the supplier's documents such as delivery notes and packing slips.
Important: You do not necessarily need these documents in the process as a document in Scopevisio. For documentation reasons, you can assign the document to the order.
Two different starting points
Depending on whether the order has been delivered in full or in part, you have different starting points:
Option 1: From the document to the purchase order
You start in Scopevisio under "Purchase order"
Suitable for the fast and efficient processing of complete deliveries or the delivery of a complete order (full delivery).
Option 2: From product to order
You start in Scopevisio under "Goods receipts"
Suitable for partial deliveries or multiple orders
1. convert purchase order to delivery (complete delivery)
Carry out the process
When an order is delivered, you can convert it into a delivery.
This is how it works:
Open the order
Convert the order into a delivery
The system automatically creates a goods receipt with all products, quantities and prices from the purchase order
Important: This usually requires the individual products and quantities to be checked manually.
Enter mandatory information
Delivery note number (delivery number):
Carefully enter the supplier's delivery note number
Use the "Delivery number" field for this purpose
The entry must be made manually
Why is the delivery note number important?
It helps to trace the incoming invoice later in the invoice receipt book (ReBu)
It enables the automated allocation of the invoice
It documents with which delivery which products arrive in which quantities from which supplier
It ensures clarity in communication with your supplier
Posting date:
Enter the posting date
In most cases, this is today
Finalise goods receipt
Save and post:
Save the goods receipt
Once processing is complete, click on "Post"
The goods receipt is finalised
Result:
The order no longer appears in the open orders table
The purchase order appears in the goods receipts table
2. process partial deliveries
Partial delivery of items
Situation: A purchase order consists of 10 items, but you have only received 9 items.
Proceed as follows:
Convert the order into a delivery
Save the process
Remove the undelivered item
The item is not included in the delivery
The item remains on the order as a remaining quantity
Partial delivery of quantities
Situation: The order quantity was not delivered in full.
Proceed as follows:
Convert the order into a delivery
Save the process
Change the delivery quantities to the quantities actually delivered
The undelivered quantities are not included in the delivery
The undelivered quantities remain on the purchase order as a remaining quantity
3. underdelivery or missing quantities
Definition
Formally, you speak of an underdelivery or shortfall if the supplier's documents do not match the quantity available.
Example:
Order quantity: 31 pieces
Delivery note from the supplier: 22 units
Actually arrived: 19 pieces
Missing quantity: 3 pieces
Recommended procedure
The following procedure is recommended for clear documentation:
Enter the goods receipt with 22 pieces (according to the delivery note)
Convert this process into a return
Generate the return for 3 pieces back to the supplier, thus documenting the missing 3 pieces and this appears as a line entry in the invoice verification.
Advantage: This ensures clear documentation and clarity.
4. partial deliveries and cancellation of backorders
Situation
Sometimes you do not receive all the goods ordered in one delivery:
You receive items or quantities available from the supplier directly
Others are delivered later
Backorders are delivered collectively
Changed sequence
In this case, you change the order. You do not start searching for individual orders from the product to the order.
Procedure
Step 1: Open goods receipts
Select the "Goods receipts" item in the ribbon
You will receive an overview of your goods receipts
The overview always refers to the warehouse or location for which the order was created
Step 2: Open goods receipt
Open a goods receipt by double-clicking on a line
You will see the details of the goods receipt
You will see the predecessor and successor documents, if available
Step 3: Carry out order comparison
You can enter individual items and reference them to the corresponding purchase orders using the order comparison function.
Automatic allocation:
Scopevisio takes over the assignment to the oldest open order quantity
Manual allocation:
If the automatic allocation does not meet your requirements, select a different purchase order from the overview
The order must still have the previously added product with a remaining quantity as an open order quantity
Step 4: Finalise
After successful allocation, use the "Back" command to return to the goods receipt view
Save the process or finalise it
The goods receipt is posted with "Post"
Enter the delivery number
As mentioned above, the delivery number (the manual entry of the supplier's delivery note) is an intermediate step that is very important in the subsequent process.