Recording Goods Received

This is an optional process and is intended to be used by schools where the receipt of goods and services is remote from the finance office, so that notification of goods received is quickly obtainable by the finance department.

To record receipt of goods select

Purchase Requisitions > Requisitions > Goods Received

  • Click ‘Add’
  • Select the Supplier from the drop-down list
  • Select the Requisition from the drop-down list; this will be restricted to the requisitions for the supplier. If the requisition number is known, but not the supplier leave the supplier drop-down list blank and all requisitions will be listed.
  • The Sage Order Number will be displayed to confirm that the correct requisition has been selected.
  • Enter an internal GRN (Goods Received Note) number if relevant.
  • The Delivery Date will default to the current date; amend if necessary
  • Enter the supplier’s GRN reference.
  • Click ‘Save’

The GRN ‘header’ information will be saved, and the ‘detail’ section will be activated, showing the order lines.

Requisitions - Goods Received

If all order lines have been fully received click ‘Set Receipts to Outstanding’, otherwise enter the number received against each line in the ‘This Receipt’ column.  Click ‘Save’ to save the input.

Requisitions - Goods Received

The above example shows the receipt of 75 items against an original order quantity of 100.

In the case of multiple receipts, simply repeat the process; in this case the ‘Outstanding’ quantity will show the balance of the order yet to be received.  An example of the recording of a second receipt is shown below.

Requisitions - Goods Received

The ‘Find’ button allows you to find information about previously recorded Goods Received.  Click ‘Find’ and the following form will open:

Purchase Requisitions - Goods Received

It will automatically show all the Goods Received Notes received in the last 7 days.  To see Goods Received Notes recorded in a different period select the appropriate item in the ‘GRNs from:’ box.  To alter the order in which they are displayed, select the appropriate item from the ‘Order by:’ box.

To view a Goods Received Note record, highlight the required item and click ‘Show Record’.  You will be returned to the ‘Goods Received Notes’ form with the item displayed.