Inwards Goods is the third drop-down in the Data Entry - Purchases Menu. This facilitates goods to be receipted into stock before the final paperwork has arrived.
For all Inwards Goods transactions, the Arrivals function must be used to convert them to Vendor Purchases- PVI’s.
There are 2 components of Inwards Goods- the Financial component as well as an Inventory component.
To access the Inwards Goods function and to select an Order we have to find it so we have two options.
Entering in the @ symbol does not cause SapphireOne to display the standard pick list for selecting a Vendor. A list of orders in SapphireOne will only be displayed as seen below.
Entering in the exact Vendor ID will cause the system to display orders for that Vendor only.
In either case above, select the order required and then select Ok. The system will then populate the Inwards Goods screen with all the required data from the Order and assume a complete arrival.
Provided no other data has been entered into the Inwards Goods screen, SapphireOne will populate the Inwards Goods screen with all the required data from the Order and assume a complete arrival.
In either case the Order will populate the Inwards Goods transaction as seen above.
This is not necessary if the Auto Post PGJ checkbox is selected in Master Defaults.
Saving this with the on the main toolbar will create a PGJ as seen in the Transaction list below. Note that the new PGJ has the same Order number/internal reference numbers of the original order 990 which has been deleted as the entire Order has been transferred into the PGJ. Remember that the Inventory stock levels are updated at this point.
This automatically creates a General Ledger entry for this transaction.
It is important to note, a second PGJ will be created that is an exact reversal of this one when the shipment has arrived using the Arrival function.
It should also be noted that no other accounting transactions are entered at this point.
Below is the General Ledger Journal created.
Select the arrivals function from the drop-down menu on the main toolbar.
Select the appropriate PGJ and select the 100% column as seen below.
Next select the Process button in the lower right-hand corner of the screen.
The normal Print dialog pop up will be displayed.
You will have to answer yes for the process to complete.
Now note the two PGJ’s in the Transaction list.
Note: both are now posted in SapphireOne default and the PGJ has been arrived.
The reversed PGJ
Finally, since the transaction has been posted, SapphireOne will create second General Ledger journal which cancels out the first journal.
The system takes the available funds and stock and creates a normal PVI as seen below
It also auto posts the PVI immediately.
Inwards Goods Splitting the Order:
This area is used to display extra information about the current entry. It should be pointed out that you may only view information here and not alter it.
Click on the Information Tabs to select the details you would like displayed. The Information Tabs change automatically for the different transactions being viewed.
Denotes fields that are automatically populated when other information is entered.Transaction Lines:
This section contains 4 data entry lines and transaction summary area.Data entry lines consist of:
As you enter a transaction, a summary of the transaction appears in a single line. You can view or modify a line by selecting it, then proceed to view or modify in the data entry area above.
The transaction can be saved by-
• Clicking on the green tick.
• Clicking on the blue arrow.
• Hitting the ENTER key on the keypad.
A new Data Entry screen will appear once the inwards goods transaction is saved.
How to name the respective Tag headings:
Arrivals as at the ordered Cost:
For this example, we will use an OVI of $5,000.00 plus tax to equal $5,500.00 in all. We have an OVI for $5000 + tax = $5500 and 100 inventory items.
Once the procedure above has been completed all that has happened is as below:
Checking the Costs in the new PVI:
Altered Cost on Arrival:
Reversing an Inwards Goods Transaction (PGJ):
There is a available enabling you to quickly view and alter all actions currently in the system. This may be found under the Inquiries Pallet on the main toolbar.
It has been placed there as it is quickly available from all areas in the program. Items from the pallet menu open in addition to the function you already have opened. The Inquiries Icon for the Pallet may be seen to the right.
In SapphireOne Utilities mode, Workflow rules can be set-up that require approvals from certain users or groups. This ensures consistency and control of processes throughout your company with clearly defined, system-guided processes.
Users those are allowed to approve work flow actions there will be icon displayed at the right-hand end of the tool bar as seen in this screenshot to the right. When they click on this icon the system will display a pop up with the message as seen below which will indicate how many work flow transactions that there are requiring their attention for processing.
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