Goods Receptions

What is it and what is it for?

Each Reception indicates the Location (warehouse) the goods are entering, the vendor or related party they come from, and the detail of received items with their cost. It's an inventory transaction: as soon as it's saved, it adds the received quantity to that location's available stock.

At the same time, it posts an accounting entry that increases the inventory account against the purchase transit account configured on the vendor: that balance represents goods you already received but your vendor hasn't billed you for yet. Once you record the matching Vendor Bill for that same Purchase Order, that transit account clears out. Because of this, don't confuse the Reception with the Purchases with Reception screen in the Accounts Payable module: the latter combines the bill and the reception into a single document, while the Inventory Reception only moves stock, without creating a payable balance.

Screens in this area

How to create a reception, step by step

1. Generate it from its source document whenever one exists. From the matching Purchase Order, Vendor Bill or Customer Return Authorization, use the receive option: AdmCloud opens a new reception with the vendor/related party, the location and the pending lines already filled in with the quantity still to be received. If there's no source document, open the list and click New.
2. Check the general data. The date must fall within an open Inventory period; the Location is required and must belong to the document's same subsidiary. If your company uses subsidiaries, set it too.
3. Add or confirm the items with their quantity, unit of measure and cost. If an item requires a lot, serial number, customs declaration or a bin within the warehouse, AdmCloud asks for them before letting you save. If every line uses the same Bin, type the value on the first line and click the blue arrow in that column header to copy it down to the rest of the detail. The bin only goes to lines whose item uses bins; if a line is left out, AdmCloud tells you.
4. Allocate Landed Costs if they apply (freight, insurance, customs): pick the matching Inventory Import and AdmCloud spreads those costs across the received items, leaving each line's "settled cost."
5. Attach supporting files if you need to (the vendor's invoice, a shipping waybill, etc.) and save. The reception is automatically numbered, immediately increases the location's inventory, and posts its accounting entry.

Related documents

A Reception is almost always connected to other documents, before and after it:

• From a Purchase Order: brings in that order's pending quantities; it won't let you receive more than what was ordered, unless your company has the option enabled to receive in excess of the Purchase Order.
• From a Vendor Bill: brings in the bill's item lines (not services) to physically record the arrival of that already-billed merchandise.
• From a Customer Return Authorization: records the warehouse entry of the goods a customer returns to you.
• Toward the Vendor Bill: when the reception comes from a Purchase Order, the Vendor Bill you later record for that same order clears the transit account the reception left behind.
• Toward Landed Costs (Inventory Import): you can link several receptions to the same Import to spread the freight, insurance or customs charges of a single shipment across all of them.

Landed Costs

If your plan has Landed Costs enabled, each reception can be linked to an Inventory Import to spread the extra expenses of bringing that merchandise in — freight, insurance, customs or other charges recorded on separate documents — across its items. AdmCloud calculates each line's "settled cost" by adding the original cost plus its share of those expenses, and uses it to value the received inventory.

The Reception Import report (available from Details or Print) shows, item by item, the Purchase Order price, the allocated extra expense, the final settled cost, and what percentage that expense represents over the original price — useful to check whether a shipment ended up costing more than expected.

Key fields

Validations when saving

• You must add at least one item to the reception.
• The number of attached files can't exceed the maximum allowed by your plan.
• Subsidiary is required if your plan has subsidiaries enabled, and it must be active (not disabled or read-only).
• The Location must belong to the same subsidiary as the reception.
• The Inventory period matching the document's date must be open.
• The item can't be inactive, and its unit of measure must be indicated when it applies.
• A lot is required for items that need one, and a customs declaration for items that need one.
• The bin entered must belong to the reception's Location.
• Services can't carry a cost, and item costs have a maximum allowed limit.
• You can't receive more quantity than what's pending on the Purchase Order for that item, unless your company allows receiving in excess.
• If your company has the Require Purchase Order When Creating Item Receptions preference turned on, every item must indicate the Purchase Order it is received from (receptions that come from a customer's Return Authorization are also accepted). The initial stock import isn't subject to this rule.
• If the reception comes from a Purchase Order or Vendor Bill, that document can't be voided and must be authorized.
• A source document can't be indicated on both the header and on a line with a different source; the system rejects saving if it detects that combination.
• The document number can't change when editing, and the document can't be voided.

Reports

From the list's Reports menu you can generate a Summarized Report (one row per reception) or a Detailed Report (one row per item line), filterable by date, subsidiary, location, department, item class, division, vendor(s) and whether voided documents are included, printable in portrait or landscape format.

Availability, permissions and conditions

• Access is controlled by the "Receptions" permission, with separate levels for browsing, adding, editing, deleting and voiding; reprinting an already-printed reception also requires the additional reprint privilege.
• This feature requires your plan to have the Inventory module active.
• Viewing and entering the received items' cost requires the item costs privilege; without it, the cost column isn't shown.
• Landed Costs allocation and the Inventory Import only show up if your plan has that module active.
• The lot, serial number, bin, customs declaration and attribute fields only show up if your company has those features enabled.
• The Reception Instructions column/field depends on a feature AdmCloud enables per company.

Tips and common pitfalls