To create a Receipt Entry Note and generate the NIR document, you need to have the supplier invoice entered in the Costs menu. If you haven't added the invoice, see the steps to add it here.
We will use the following invoice example:
1. ADD RECEPTION NOTE
From the Costs menu, open the invoice for which you need to create the NIR, from the 3 points:
STOCK CREATION STEPS:
A. Create a product / consumable / packaging:
a. Write the name of the stock in the Goods receipt column
b. Select one of the add options from the drop-down list:
c. The window will open where you can Save the stock, where you must define the unit of measure and unit quantity of the stock. The VAT rate will be automatically taken based on the VAT rate of the item on the invoice. It is mandatory that this is the same for both.
d. Also from here you can add a tag that will help you filter stocks (in inventory, in the stock list, in management reports). After completing the tag, press the Enter key so that it is framed in a blue frame, then Save.
B. Create raw material:
a. Write the stock name in the “Raw material receipt” column.
b. Select the add option from the drop-down list:
c. The window will open where we can Save the stock, it must have the same unit of measurement as the goods in the previous column, and the VAT rate will also be taken over.
d. Also from here you can add a tag that will help you filter stocks (in inventory, in the stock list, in management reports). After completing the tag, press the Enter key so that it is framed in a blue frame, then Save.
2. COMPLETE ENTRY:
The goods must be configured exactly as it is packaged.
For example, if a box contains 12 pieces, and each piece is 0.75 L, the unit of measure of the goods must be "L", and the unit quantity configured to 0.75. In this way, the 12 pieces will add up to 9 L, correctly reflecting the quantity purchased (12 pieces * 0.75 L = 9 L).
If the unit of measure is not configured according to the packaging (for example, setting it to 1 L instead of 0.75), the quantity on the invoice will be incorrect (the 12 pieces = 12 L). An erroneous configuration, such as setting the entire box to 12 L, will generate inconsistencies in management.
If the currently used goods are not configured correctly and cannot be edited, the solution is to create new, correctly configured goods.
If these goods are already part of the recipe of a "Sell it as I buy it" type product, it will be necessary to update the recipe, replacing the old goods with the newly created one. Also, the existing quantitative stock on the incorrectly configured goods must be transferred to the new correctly configured goods. This can be done by resetting the stock for the old goods and bringing the quantity to the new goods, in order to maintain a correct record in the management.
2.1 Goods Receipt Column (goods/packaging/consumables)
If you are using the stock as a commodity in the recipe:
Select the stock used in the recipe. If the recipes have not been created yet, make sure that the stock added now will be included in the recipe later.
If you are using the stock as a raw material in the recipe:
The name can be identical to the one on the invoice, for easier management, or defined manually, if you prefer to use your own name
If you are using the stock as packaging or consumable, select the appropriate option for the record.
2.2 Raw material reception column
If you use stock as a commodity in a recipe
If stock is used as a commodity, this field does not need to be filled in.
If you use stock as a raw material
You must add the raw material used in recipes. If recipes are not yet defined, make sure to create them later and include the raw material added now, to maintain correct management.
Note: If you use the stock only as a commodity (e.g. a can of Cola sold individually), you record it as a commodity in the receipt note. However, if the same commodity (a can of Cola) is also used in recipes (e.g. Cuba Libre), you must record the stock in the invoice as a raw material, because products of the type "Contains recipe" (such as Cuba Libre) can only include raw materials in their composition, not goods.
In the case of a product that should have been configured as "Sell it as I buy it" (e.g. a can of Cola), you will also add the raw material used in the Cuba Libre recipe. Thus, the product will be configured by default as "Contains recipe", with the corresponding defined quantity - for example, 0.33 L for a can of Cola.
2.3 Quantity Columns - are automatically taken from the invoice
a. If you receive the goods partially, you can set a smaller quantity. The remaining quantity can be managed later, depending on the needs.
b. If you want to receive a quantity greater than the one set in this field, you must edit the invoice and generate the NIR again
Qty. - quantity of stock purchased
Unit Qty. - unit quantity of the added item
U.M. - unit of measure of the added item
Total Qty. - automatically calculated based on Qty. and Unit Qty.
2.4 Price Columns - the price will be automatically taken from the supplier invoice.
Note: If you need to change the price, add a discount, or change other information, you will first need to update the issued invoice. After making the necessary changes to the invoice, you can generate the NIR. Changes can only be applied to manually entered invoices.
3.GENERATION OF NIR DOCUMENT:
After completing the inventory entry on the NIR, you can choose to save or print the NIR document.
The NIR can be downloaded at any time from the Costs menu, from the 3 points on the right of the invoice:
The NIR downloaded in PDF format will contain all the data you entered on the entry:
4.NIR EDITING:
1. To edit a NIR, access Costs - from the 3 points of the invoice based on which you added the entry, select Edit NIR:
2. In the opened window, you will be able to edit the stocks, and if you want to partially receive the quantity, you can set a lower value. If you want to add a larger quantity, you must edit the invoice. Changes can only be applied to manually entered invoices.
[tags: entry, reception entry note, NIR, invoice, management, stocks]