Overview
Use this job aid to create a stock addition with an open purchase order. Stock additions receive merchandise into stock and the A/P liability is created with item vouchers. Stock additions can also be used for return of goods to the vendor which creates a debit memo in A/P. You can use stock additions to receive or return manufacture, regular, or grain manufactured inventory types. The cost of these inventory items can include the cost associated with type 5 for service items, for example, in-bound freight, handling charges, port fees, tariffs, etc. Each stock addition must begin with the product voucher. A maximum of four service items can be attached to the product voucher.
To create a stock addition with a purchase order:
- From the Toolbar, click INV for Inventory.
- From the Inventory menu, select Stock Additions.
- From the Stock Additions menu, select Stock Additions.
- In the Location Code box, click Lookup or type * and press Enter, and then select the location code you want to create a stock addition in, or type the location code that you want to create a stock addition in.
- In the Ship From Name Id box, click Lookup or type * and press Enter, and then select the desired vendor's ship from name id, or type the vendor's ship from name id.
- Click OK.
- In the Remit To Name Id box, click Lookup or type * and press Enter, and then select the name id you want to identify as the vendor to receive payment for the merchandise received on this stock addition, or type the name id that you want to identify as the vendor to receive payment for the merchandise received on this stock addition.
- Click OK.
- In the Voucher Status defaults the status code specified in Setup Information. An Actual status indicates that the vendor's invoice is available and therefore the voucher is ready for disbursement application. An estimated voucher can not be paid through Automatic Disbursement Processing. An estimated voucher may be paid through individual selection of vouchers to be paid; a confirmation message is displayed when paying an estimated voucher. box, type A for Actual, or E for Estimate.
- In the Ledger Date box, use the calendar button to change the date as needed.
- In the Other Reference box, type reference information about this stock addition.
- Click OK.
- In the Voucher Number are assigned to each transaction in order to identify the transaction as unique. The voucher number box should not be confused with the vendor's invoice number, since several vendors may issue the same invoice number. The Voucher Number box is a document (control) number, which may or may not be open for change. box, the default voucher number defaults in, to attach the next voucher control number to the transaction, press Del.
- Click OK.
- In the Item Number box, type the item number that you want to create a stock addition for, or click Lookup button, the Order Limiting window displays allowing you to type criteria that will limit the purchase orders that will display for selection.
- In the untitled Location Code box to the right of the purchase Order Number box, the location code limits the display of open purchase orders to a single location code, if you want to select purchase orders in a different location, type the document location code. To display open purchase orders from all locations, leave the box blank.
- In the Barcode box, click * and enter to lookup a code and select or leave blank.
- Click OK.
- In the Quantity box, the default number of purchase units of measure (or other specified unit of measure) from the selected line item on the purchase order displays. The value typed in this box updates the Qty Applied box on the line item of the purchase order to which it is applied and resets the Qty Released box to zero.
- IN the Unit of Measure (UOM) box, use GAL for gallons or use the looking button to search for UOM codes that apply.
- Click OK.
- In the Unit Cost box, the default unit cost specified on the line item of the purchase order to which the stock addition line item is being applied displays. The unit cost box identifies the cost per unit of measure.
- In the Direct Cost box, the default total amount specified on the line item of the purchase order to which the stock addition is being applied displays. The direct cost box contains the extended unit cost.
- Click OK.
- In the Other Reference, type reference information about this stock addition. Common uses for this box include ticket number, bill of lading, and data entry clerk's name or initials.
- Click OK.
- In the Execution Id# box, use the lookup button to add and Click OK.
- At the Select This Execution Id? prompt Click Yes.
- Click OK to add additional entries or Cancel to see the list of what you entered. Make any necessary changes to the voucher date, voucher status, voucher terms, voucher type, or name id type by clicking on one of the lines and choose Continue.
- In the State/Country, Salesperson, Zip Code, Frght Mrket Zone, Origin Location, Deliver, Shipper Name ID and Agent/Broker use the looking glass button to add if applicable or leave blank.
- In the 1st Grn Ticket# and Grn Contract # enter data or leave blank.
- Click OK.
- In the Voucher Date box use the calendar button to change or leave as the default date.
- In the Voucher Status box, use A for Actual and # for Estimate.
- In the Voucher Terms, Type and Name Id box use the looking glass button to update from default if applicable.
- Click OK.
- The due date and discount date will default in from the voucher terms and can be edited by typing over the existing text.
- In Their Order Number field, type in the order number from the vendor if applicable.
- In Their Invoice Number field, type in the invoice number from the vendor if applicable.
- Enter a voucher description and remarks.
- Click OK.
- Click OK at the prompt, Inventory and Accounts Payable will now be updated.
