Acts of Receiving

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Overview

Inventory Acts are those transactions that affect your Inventory. We have seen before that these are all reflected in Documents / Journal. So while they are really a sub-set of Journals, they are so pervasive we have chosen to give them a KB Category of their own.

We have already had a look at why even a “small business” would benefit from using Purchase Orders. Actually, if you Receive your Purchase Order, you are using the same set of controls that are being discussed here. The big difference being your Receiving Document is already filled out for you.

After applying an Act of Receiving,  OscarPOS Cloud will update your Stock on Hand, and add any new Inventory items as required. Where the purchase price differs from the previous price, OscarPOS Cloud will update the average purchase price for that item. This average price determines the prime price of this inventory item when it is used in recipes.

New Act of Receiving – Purchase Order.

Purchase Orders – Viewing

Purchase Orders – Create

Purchase Orders – Receiving

BOM - Documents - Purchasing Orders - Receiving - New Receiving Act
BOM – Documents – Purchasing Orders – Receiving – New Receiving Act

Refer to the next sections for more detail now that you have been able to use your business wiles to short cut the amount of time you spend doing paperwork.

New Act of Receiving – Blank.

Navigate to BOM / Documents / Journal.

BOM - Documents - Journal of Documents - Acts of Inventory Operations
BOM – Documents – Journal of Documents – Acts of Inventory Operations.

Select <Receiving> to start a blank Receiving Act.

BOM - Documents - Purchasing Orders - Receiving - New Receiving Act
BOM – Documents – Purchasing Orders – Receiving – New Receiving Act

Receiving Act Form Elements

Add New Item : Click to create a brand new INVENTORY ITEM.

Date & Time : Pretty obvious but important for calculating FIFO cost.

Legal Entity : Default usually works unless your a multi-store.

Way Bill Number : aka Supplier Invoice Number.

Vendor : Select the supplier from the list of registered Vendors.

Location : Select your Stock Location where these will be “held”.

Add New Item : This CHECKBOX will create a matching MENU ITEM for you in the MENU CATEGORY you select.

Download XLSX : See section later in this missive.

Import : See section later in this missive.

Receiving Act Inventory Item Fields

Item Name* : Start typing away and select an existing INVENTORY ITEM.

Category* : Will be filled according to the INVENTORY ITEM chosen.

UPC : Will be filled according to the INVENTORY ITEM chosen.

SKU : Will be filled according to the INVENTORY ITEM chosen.

UOM* : Will be filled according to the INVENTORY ITEM chosen.

Qty : Enter the quantity received based on the UOM.

Purchase Price : Enter the per UOM purchase price.

Total : Will be filled according to Qty and Purchase Price entered.

Expiration Date : Specify the expiration date for this INVENTORY ITEM.

NOTE : Some fields are mandatory *

Insert or Remove Rows

BOM - Documents - Journal of Documents - New Receiving Act - Insert or Remove Rows
BOM – Documents – Journal of Documents – New Receiving Act – Insert or Remove Rows

Right click on a column to get a pop up box. You can add a ROW ( either before or after ) or you can delete a ROW completely

<Save> or <Save & Apply>

Some supplier invoices are really long and complex. So periodically <Save> the New Receiving Act so you can take a break.

Once you are happy that all received INVENTORY ITEMS have been entered and the Total invoice value is correct, you would <Save & Apply>.

Refer to Applying and Unapplying Documents if you need a refresher on what Applying a Document means.

<Save> or <Save & Apply> Errors

BOM - Documents - Journal of Documents - New Receiving Act - Error
BOM – Documents – Journal of Documents – New Receiving Act – Error

Sometimes, despite our best efforts, we will  get an error. The New Receiving Act form helpfully tells you this and highlights the errors. Either fill in the missing fields or right click on the line to delete it.

Using Data Import

BOM - Documents - Journal of Documents - New Receiving Act - Download XLSX Template
BOM – Documents – Journal of Documents – New Receiving Act – Download XLSX Template

Unfortunately, at the date of writing this article, this is NOT a way to get your vendor invoices into OscarPOS Cloud.

This is a way to add new INVENTORY ITEMS to your database while at the same time adding them to your MENU ITEMS and into your New Receiving Act.

BOM - Documents - Journal of Documents - New Receiving Act - Complete XLSX Template
BOM – Documents – Journal of Documents – New Receiving Act – Complete XLSX Template

Above I have filled out the “import-act-template.xlsx” that I downloaded from the “New receiving Act” page.

Note that while these are INVENTORY ITEMS, they have also been added as MENU ITEMS with a 1-to-1 RECIPE. If these were “raw materials” I could leave Price and Menu Category blank. Similarly I could create the INVENTORY ITEM & the MENU ITEM as a carton of 24 cans and manually edit the MENU ITEM into single cans afterwards. ( Having said that, on the roadmap for development we have “packs” that will allow you to do imports where buy & sell ratios are different ).

A couple of points :

  • If the Item Name ( non case sensitive ) exists, a new INVENTORY ITEM will not be created.
  • If the UPC exists, a new INVENTORY ITEM will not be created.
BOM - Documents - Journal of Documents - New Receiving Act - Import XLSX Template
BOM – Documents – Journal of Documents – New Receiving Act – Import XLSX Template

Select IMPORT, navigate to where you saved your “import-act-template.xlsx” and <open>

BOM - Documents - Journal of Documents - New Receiving Act - Imported XLSX Template
BOM – Documents – Journal of Documents – New Receiving Act – Imported XLSX Template

Add in the rest of your details and <save> or <save & apply>.

About the author: Tim Atkinson