Illa has approved her purchase of 400 bags of cement. On Thursday the supplier’s truck brings the first 250 bags to the warehouse. Bio Gounou counts them and finds that ten bags are torn. The supplier also charges 15,000 FCFA for the delivery. Illa wants the stock to show only the good bags, and each bag’s cost to include what it took to get it into the warehouse. The same steps apply to any business that receives purchased goods, in one go or in parts.

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Two ways to receive: delivery or pickup

Goods come to you, or you fetch them:
  • A delivery is brought by the supplier. It can carry a delivery fee.
  • A pickup is collected at the supplier, for example by Bio at the port yard of Fers & Métaux du Port. It has no delivery fee.
Both work the same way, with the same lines and costs, and each action has a twin for pickups, such as Create a purchase pickup and Confirm a purchase pickup. The story below uses deliveries.

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Plan the delivery

When the truck is announced, Bio plans it with Create a purchase delivery, against the approved purchase. For each line he says which purchase line arrives, how many, and in which location it goes. He can add costs, such as unloading by hand, and choose the delivery fee: a saved rate of the supplier, or a custom amount. He also says whether the company pays the fee itself or whether it is added to what Illa owes the supplier. Everything can be changed while the delivery is a draft. Bio uses Add a delivery item, Edit a delivery item and Remove a delivery item for the lines, and Add a delivery cost, Edit a delivery cost and Remove a delivery cost for the costs. Edit a purchase delivery changes the header. When the driver leaves the supplier, Bio uses Mark delivery in transit. Delete a purchase delivery removes a draft.

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Count what arrived, and what is damaged

When the truck arrives, Bio sets on the line the quantity received, here 250, and the damaged quantity, here 10, with a reason. The cost of the damaged bags is either taken out of the cost of the stock (“expensed”) or carried by the good bags (“absorbed by remaining stock”).

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Confirm it into stock

Bio confirms the delivery with Confirm a purchase delivery. The 240 good bags enter stock in the location named on the line. The extra costs and the fee are spread over the lines, equally or in proportion to each line’s cost, as chosen at planning. The 150 bags still to come stay open on the purchase. When nothing remains to receive, the purchase becomes completed. He browses with List purchase deliveries and View a purchase delivery; items and costs have their own list and view actions below. Goods that must go back: Return goods to suppliers. Credit purchases: Pay suppliers and adjust debt.

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The rules

  • A delivery or a pickup can only be planned against a purchase that is pending. Pickups and deliveries share their references, which must be unique in the company.
  • A line names a purchase line, a quantity above 0 and a location, which must be active, available to the company and not restricted for the member. The quantity cannot be more than what is still to receive on that purchase line. A purchase line appears once per reception. Drafts do not reserve quantity, so the same remainder can be planned twice; the check runs again at confirmation.
  • The damaged quantity goes from 0 up to the quantity received, counted in the purchase unit or in another unit of the same product chosen for the damage. When it is above 0, a reason and a cost treatment are required. When it is 0, they are refused. “Absorbed by remaining stock” is refused when every unit is damaged. The total cost of a line is computed, never sent.
  • Delivery rate and custom fee exclude each other. With neither, the delivery is free. The fee is paid by the company unless it is said otherwise. A fee not paid by the company is added to what is owed to the supplier at confirmation. A saved rate is copied into the delivery. Pickups refuse fee fields.
  • Costs, such as freight, have a name and an amount of 0 or more. They are spread over the lines only at confirmation. VAT amounts are not accepted: VAT belongs to the purchase.
  • Editable means draft for a pickup, and draft or in transit for a delivery. A confirmed reception cannot be edited.
  • Only a draft can be deleted, and then for good, with its lines and costs.
  • A delivery goes in transit only from draft, and cannot be deleted afterwards. Pickups have no such step.
  • Confirming needs at least one line, happens once, and does not check the status of the purchase. Products that are not tracked in stock add nothing to stock, and neither does a line that is entirely damaged. The purchase is pending while some quantity remains, completed otherwise.
  • Line and cost actions need the reception’s update permission plus their own.

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All the actions of this topic