The "Stock Receipt for Accounting Integrations" feature streamlines the process of receiving stock while ensuring accurate synchronization with your accounting systems. This ensures that your inventory updates align with financial records, providing consistency and accuracy for reporting and reconciliation purposes. Learn the steps to manage stock receipts while maintaining integration integrity.
To ensure correct accounting data is created in your Accounting Package:
- A Purchase Order will create a single Bill to Pay in your Accounting Package per Purchase Order ID in Available status in Retail Express only, regardless of the total number of Stock Receipts performed to complete the PO
- Only the last Invoice # recorded in a Stock Receipt will be used to generate the Bill to Pay reference in your Accounting Package
- A Bill to Pay will be created as at the date that the last Stock Receipt is performed to move the Purchase Order into Available status
- The Date Received entered in the Stock Receipt screen is only used for internal Retail Express Reporting and is not synchronised to your Accounting Package.
Please Note:
- Negative Miscellaneous or Freight Costs should never be entered when performing a Stock Receipt in Retail Express as this will cause your Accounting Integration to disconnect
- The Estimated Payments and Previous Payments fields are used for calculating currency conversion in Retail Express only, they are not used to record Accounts Payable payments
All Accounts Payable payments are to be handled in your Accounting Package directly
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Single Delivery, Single Invoice # per Purchase Order ID
Follow the steps in Receive a Local Purchase Order (Stock Receipt)
A Stock Receipt of a single Supplier Invoice to a Purchase Order ID will shift the PO into Available status and create a single Bill to pay in your Accounting Package.
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Multiple Deliveries, Single Invoice # per Purchase Order ID
Follow the steps in Receive a Local Purchase Order (Stock Receipt)
Multiple Stock Receipts will be performed in Retail Express to complete the Purchase Order ID.
Once completed the Purchase Order will shift the PO into Available status and create a single Bill to pay in your Accounting Package.
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Multiple Deliveries, Multiple Invoice #s per Purchase Order ID
Follow the steps in Receive a Local Purchase Order (Stock Receipt) and Using the PO Error (POE) Manager to manage stock discrepancies
To have a separate Bill to Pay generated per Supplier Invoice # in your Accounting Package, a new Purchase Order ID will need to be created in Retail Express:
- Raise a Purchase Order in Retail Express
- When the first Supplier Invoice arrives, perform a Stock Receipt in Back Office by going to Inventory > PO Management > Stock Receipt
- Under Discrepancy Handling select Allow all item discrepancies to go through to POE Manager (Do not select Automatically put all item discrepancies on Back-Order)
- Complete the Stock Receipt for all goods on the Supplier Invoice and click Receive Stock as Available
This will push all remaining Products to the POE Manager and move the original PO into Available status - Go to Inventory > PO Management > POE Manager
- Enter the Purchase Order number and click Search in the bottom left
- Click the blue pencil icon on the right of each Product line
- Enter the quantity to be shifted to a new Purchase Order number into the Re-Order field
- Click Save Changes in the bottom right, then repeat until all Product lines have been Re-Ordered
This will generate a new Purchase Order in Incomplete status with only the items that have not yet been received - Go to Inventory > PO Management > PO Manager
- Set the Created From / To as todays date
- Under PO Status select Incomplete and click Search in the bottom left
- Click the blue pencil icon on the right of the new Purchase Order
- Click Place on Order at the bottom
By following these steps, the original Purchase Order will be moved to Available status, which will create a Bill to Pay in your Accounting Package via the Integration with the corresponding Supplier Invoice # for each Stock Receipt.
All remaining items will have been pushed to a new Purchase Order waiting for the remaining Products to be sent from your Supplier.
Warning: This method is not compatible with the Special Order functionality in Retail Express as selecting to Re-Order Products will break the connection between the Purchase Order and Sales Invoice.
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