Create Receiving Advice

Explanation

This activity is used to create a new receiving advice. A receiving advice is sent to the suppliers to facilitate them to confirm the deliveries made to us. There are two types of receiving advice: Arrived Goods and Approved Goods. The receiving advice of type Arrived Goods is used to send the supplier information about the arrived quantity and date. The receiving advice of type Approved Goods is used to send the supplier information about the received and approved quantities, as well as the dates on which the parts arrived and were fully inspected.

The receiving advice header must first be entered, and then the purchase order receipts available on the Receiving Advice/Available Receipts tab must be connected. The receipts available for connecting will be limited by the conditions you set on the receiving advice header. These include dates entered in the Date From and Date Until fields, as well as by the type of receiving advice. (Only receipts in the Received status can be connected to a receiving advice of the type Approved Goods). You can connect receipts from different sites. For internal suppliers, you can only connect receipt lines from one site.

Prerequisites

• A receiving advice type must have been selected in the Receiving Advice list on the Supplier/Purchase/Message Defaults tab. It should not be set to Do Not Use. Only the types of receiving advice selected can be created and sent to that supplier.
• To be able to connect the receipt lines, the receiving advice header must be in the Created status.
• If you want to connect lines to a receiving advice of the type Arrived Goods, there must be at least one receipt from the supplier, either in the To be Received, To be Inspected, or Received status. To be able to connect a receipt line to a receiving advice of the type Approved Goods, it must be in the Received status.

System Effects

• A receiving advice will be entered and saved for the supplier, and will be available for printing, sending, and invoicing.
• You will not be able to update any values on the receiving advice header after the receipt lines are connected to it.
• Once a receipt line is connected to a receiving advice of a given type, it wont be available for connecting to other receiving advice of the same type.
• If the supplier has been enabled for both types of receiving advice, once a receipt line is connected to a receiving advice of the type Arrived Goods, it may be subsequently available for connecting to any single receiving advice of the type Approved Goods (Note: The receipt line must be in the Received status to connect to an Approved Goods type of receiving advice). Any receipt line connected to a receiving advice of the type Approved Goods will be available for connecting to another single receiving advice of the type Arrived Goods.

Window

Receiving Advice
Receipts Available for Receiving Advice

Related Window Descriptions

Receiving Advice
Receiving Advice/Available Receipts
Receiving Advice/Connected Receipts
Receipts Available for Receiving Advice

Procedure

To enter the Receiving Advice header:

1. In the Receiving Advice window, create a new record.
2. Enter the supplier ID in the Supplier field. You can also use the List of Values. The supplier name appears automatically, along with the company and the default currency. You can change these parameters to connect purchase order receipts of a different order currency or from a different company.
3. The receiving advice type enabled for the supplier will be automatically displayed in the Receiving Advice Type field. You cannot change this to the other type of receiving advice, unless the supplier is enabled for both types of receiving advice (i.e., unless the Arrived and Approved Goods type is selected in the Receiving Advice list on the Supplier/Purchase/Message Defaults tab). 
4. The default dates in the Date From and Date Until fields will be based on the values entered in the Closing Day Of Month field in the Supplier window. The date displayed in the Date Until field will be the closing date which is prior and closest to the date on which the receiving advice is created. The default date in the Date From field will be dated exactly one month prior to the date calculated for the Date Until field. By default, the date created will be the system date. Note: Though entering values in these fields are optional, you must enter dates if you want to be able to specify an invoice date when creating self-billing invoices based on the receiving advice.
5. Save the record.

To connect receipt lines to the Receiving Advice header:

1. Click on the Available Receipts tab in the Receiving Advice window. All the receipts that are available to be connected will be displayed on this tab.
2. If required, you can right-click on the tab and then click Query, and enter relevant information to sort through and select the receipts that you want to connect.
3. Select the lines that you want to connect. Right-click and then click Connect Line(s) to Receiving Advice. The line will be moved from the Available Receipts tab to the Connected Receipts tab.
   Note: If you want to disconnect a line, simply delete it from the Connected Receipts tab. If you want to disconnect all the lines connected, right-click on the header and then click Remove All Connected Receipts.