Create New Receipt - Vendor (GGRN)

In this step item batch will be created and after successfully completing the QC, the system will update the inventory with the received quantity.

Receipt will be in the same currency as PO, but it will save the cost of the items in 2 currencies. The PO currency and the Home Currency.

• For Full Receipt: Click on Purchase Order Menu and then open the Purchase Order for which Receipt - Vendor has to be created. Click on Document Actions and click on Receipt - Vendor.
• For Partial Receipt: Click on Receipt - Vendor Menu and then click on Create New button, and then follow steps under Add/Edit Line Item section

• Header
• Line Items
• Additional Info
• Payment Terms
• Summary
• Save Document
• Attachment
• Comments
• Submit to QC

Header Details are automatically added from Purchase Order. You can edit them as required.

Provide the Purchase number from the supplier in column - Purchase No

If it is a foreign currency GGRN, then provide the exchange rate. Exchange rate will automatically added but it can be changed as required.

Line Items are automatically added from Purchase Order. To edit line items, you can click on Edit button for that item, system will open a popup, and users can provide the following details:

• Quantity, Description, Reference No.
• After editing is done, click Confirm to close the popup.

You can receive in partial by providing the items that were received along with the actual received quantity.

eg: if the PO has 4 items and Item 1: 100 pc, Item 2: 50 pc, Item 3: 75pc, Item 4: 1 pc. But the GGRN can have just 3 items if only 3 were received, and it can have different quantity as per the actual received. eg: GGRN will have Item 1: 50 pc, Item 3: 20 pc, and Item 4: 1 pc - which means it is partial received and GGRN for remaining item can be created later when the balance items have arrived.

In case of Partial Receipt, add Line Items using the following steps:

• In Line Items section, click on Purchase Order.
• In the From Doc ID / Code field, add the Document Id / Document Code of the PO from which Line Item(s) to be added. Then click on Get Items button.
• A list of Line Items of that PO is displayed. Click on the checkbox of the items to be added.
• Click on Confirm to add the selected Items.

Quantity will be automatically added from PO, but make sure the Quantity Received matches the Actual Quantity

Payment Terms are automatically added from Purchase Order. You can edit them as required.

To Edit Payment Terms, click edit Terms. System will open a popup to edit the information of the terms. following information is required:

• Payment date, Credit Days, Payment Terms and Mode of Payment
• After editing is done, click Confirm to close the popup.

This section will show the following key information

• Values: Total value of the transaction, including tax, discount, total payable
• Transaction References: Document ID, Document Code, Document Date, Currency, Budget Used, any other Reference Document that this transaction refers to
• Status of the document

After all changes are done, it is necessary to Save the Document, by clicking the button “Save Document”, If this is new Document, system will assign the Document ID and Code after it is saved for the first time.

Note:

• For documents with currency other than Home currency, system will save the cost of the items in 2 currencies - the PO currency and the Home currency.
• Creating GGRN will change the PO status to either Fully Supplied or Part Supplied

Attachments from PO will be automatically added. These cannot be removed.

Note: Attachments can be added only after document is saved.

Step 1: After the document is saved, click on Add button in the Attachment section. This will open a popup for file selection.

Users can select the file to attach or drag and drop the file on the popup

Step 2: Click confirm to close the popup

Note: At a time only one attachment can be uploaded.

Note: Comments can be added at any time, even if the document status is pending or closed.

To add comment click on Add button and provide the comment in the popup.

Note: User can edit only their own comment, eg: User A cannot change comment of User B

After Document is Saved, click on Document Actions and then click on Submit to QC, to send the received items for QC.

The received items will be added in the inventory only if QC is Approved.

If QC is Rejected, the GGRN will be closed and inventory will not be updated. In this case, a new GGRN will have to be created.