Reconciling a Goods Receipt

This topic explains how to reconcile the purchase order against the tax invoice for a completed paperless goods receipt batch, after the goods receipt has been processed on a PDA.

1. Load the completed paperless goods receipt batch you want to reconcile.

Refer to "Goods Received - File - Load Completed Paperless".

Micronet displays the Goods Received screen showing all the lines in the goods receipt batch.

2. Repeat the steps below until the values balance.
3. Compare the Balance Inc GST value with the Receipt Inc GST value.
4. Compare the items on the purchase order, including quantity and price, with those shown on the tax invoice.

The following examples illustrate this process using the information shown on the screen above.

5. When the Balance Inc GST equals the Receipt Inc GST, you can post the batch as costed.

Refer to "Goods Received - File - Post Costed".

Item number, quantity and price received match tax invoice

In the screen above, item 10001 matches the tax invoice with the quantity Ordered 10, quantity Received 10 and Cost $6.47.

There are no issues to be resolved with this item.

Quantity received does not match purchase order but matches tax invoice

In the screen above, a quantity of 5 was Ordered for item 10004 but only 4 were Received. However, as we were only charged for 4 on the tax invoice, there are no issues to be resolved with this item.

If we allowed backorders for this supplier, then the quantity undersupplied may turn up later.

Invoice price is cheaper than purchase order price

In the screen above, item 10008 matches the tax invoice with the quantity Ordered 4 and the quantity Received also 4. However, a price variance is found as the tax invoice price of $6.10 is cheaper then the purchase order price of $6.18.

In this case, we can just change the purchase order price to match the invoice.

1. Double click on the item in question.

Micronet displays the Enter Goods Received Line screen (refer to "Entering Goods Received Lines").

2. Change the Selected Price to Nett.
3. In the Cost field, enter the cheaper price.

You will now see that the Receipt Inc GST amount changes, and should get closer to the Balance Inc GST amount.

Invoice price is more expensive than purchase order price

In the screen above, item 10013 matches the tax invoice with the quantity Ordered 10 and the quantity Received also 10. However, a price variance is found as the tax invoice price of $4.02 is more expensive then the purchase order price of $3.89.

You need to confirm whether this price is acceptable with purchasing.

If the price increase is acceptable, you can change the purchase order price to match the invoice.

1. Double click on the item in question.

Micronet displays the Enter Goods Received Line screen (refer to "Entering Goods Received Lines").

2. Change the Selected Price to Nett.
3. In the Cost field, enter the more expensive price.

If the price increase is not acceptable, you need to adjust the Balance Inc GST down by the difference.

1. Select HEADER.

Micronet displays the Goods Received Header screen (refer to "Maintaining the Goods Received Header").

2. Change the Invoice Amount by the difference in the values.
3. Select PROCEED or press F2.

Micronet redisplays the Goods Received screen.

You will now see that the Receipt Inc GST amount equals the Balance Inc GST amount.

4. Create an invoice adjustment claim for the price difference.

Technical Tip If you receive damaged stock, this will appear as a text line on the goods receipt. You would treat this the same as an undersupply - reduce the invoice by the value and create an invoice adjustment claim. If you have an order for 10, received 8 but were invoiced for 10, you need to adjust the total and create a claim notice.