Arrival of goods

What is the receipt of goods?

Receipt of goods is the process of accepting, recording, and entering all received goods into warehouse documents. This is the first and foremost step in trade automation for inventory management, cost control, and accurate warehouse accounting. Posting ensures an accurate reflection of the goods actually available in the warehouse, their prices, settlements with suppliers, the correct cost price by taking into account delivery costs, correct labeling of goods, including UKTZED codes or short names for fiscal checks, etc.

The process of posting goods posting consists of two stages:

1. Creation of a sales invoice
2. Adding goods to the warehouse

The Torgsoft accounting program has all the necessary tools and settings for posting any product with any characteristics.

Creating a sales invoice

A new product that has arrived at the warehouse needs to be added to the incoming invoice. But first of all, it needs to be created to record the supplier's data and the terms of delivery of the goods.

1. Creating a new delivery note. To create a new delivery note, go to the menu Document → Goods receipt → click "Add"
2. Fill in the fields for the incoming invoice. The period, date, internal number, and warehouse are filled in automatically.
3. Opening balances are used to post goods at the beginning of accounting when it is impossible to identify the supplier of the goods or this is not essential information.
4. Supplier selection is a directory with a drop-down list of existing and new suppliers.
5. Company. Specify the company or individual entrepreneur that owns the goods. This will allow you to distribute goods between different companies that jointly own the business. Each company can maintain its own cash balance with the supplier separately.
6. Supplier's invoice number for linking and convenient searching by supplier's invoices.
7. Discount percentage to automatically apply the supplier's discount to the prices of the goods you enter in the invoice. This field helps to take into account the discounts provided by the supplier without having to manually change the prices of goods.
8. Payment method. Select the method of payment to the supplier for the goods - prepayment, deferred payment, for sale, upon delivery.
9. Add VAT to the purchase price of goods. The setting allows you to automatically add VAT to the price of each item in the invoice. If your purchase prices already include VAT, this switch should be turned off to avoid the tax.
10. Delivery batch to group different incoming invoices into one batch for profitability analysis and inventory control.
11. Invoice currency. This setting allows you to select the currency in which payments were made to the supplier, respectively - a field will appear where you can specify the current exchange rate. The program automatically recalculates the prices of goods based on the specified exchange rate.
12. A valid waybill determines the visibility and availability of goods in the warehouse.
13. Import allows you to download a sales invoice to Excel from a supplier.

Additional actions with a sales invoice

After creating a sales invoice, you can add goods:

add a new item,
scan the manufacturer's barcode if the item is already in the database,
find an item in the warehouse by name or article,
upload using the data collection terminal.

On the same form, you can change the parameters of the incoming invoice, select another one, create another one, etc.

Filling in the product card

If the item was already in the database, then after scanning it, you only need to adjust the purchase price, quantity, etc.

If the product is new, you need to select the Product type, Country, Manufacturer, Brand, Collection, Description, Color, Material, Size, Gender, Season, Article, etc. - the number of characteristics depends on the product type settings. For example, for shoes, "Material" is an important characteristic, while for food it is not.

A characteristic feature of the Torgsoft accounting program is an intuitive interface with endless possibilities. With the rights of the Owner, you can adjust the incoming invoice. For ordinary users, the goods arrival mode is not available by default.

In addition, actions are available in the product card:

• Editing an existing item in the reference book.
• Checking the description and prices of new products.
• Posting the entire size range.
• Permission to view purchase prices.
• Prohibition to order from a supplier.
• Setting wholesale prices.
• Adding a photo of the product.
• Setting the UKTZED code.
• Quality certificates.
• Price equivalents in foreign currency.
• Printing labels for goods.
• Distribution of goods to points of sale.
• Automatic revaluation of all goods in the warehouse, taking into account the new price for the batch.

After adding goods to the incoming invoice, you can set a markup, pack the goods, create an invoice, keep track of serial numbers, print invoices with purchase, retail, wholesale prices, etc.

Instructions for accepting goods into the warehouse

There are plenty of instructions on the Internet, but in small business, accepting goods in a warehouse is less complicated than it is regulated. The procedure may vary depending on the size of the business, the type of goods, regulatory standards, and individual company policies.

Small businesses have a simpler system of goods acceptance, where a commodity expert or warehouse worker quickly inspects the goods, checks them against the invoice, and if everything is in order, immediately places them in the warehouse

Barcode scanning, warehouse management, and inventory tracking systems from Torgsoft can significantly simplify the goods acceptance process and reduce the amount of manual work.

Our recommendation: accept goods and make payments in a room with video surveillance.

1. Regulations for acceptance of goods for the seller, commodity expert
2. Checking the documents. Check the invoice and quality certificates to confirm that the goods you received correspond to the order.
3. Inspection of the goods. Inspect the goods carefully. If the supplier is in a hurry, it may be a sign that something is wrong, especially if the product is complex.
4. Confirm the quantity. Count and compare the quantity of goods in the shipment with the quantity indicated in the documents.
5. Placement in the warehouse. If everything is in order with the first three points, the goods can be placed in the warehouse immediately.
6. Accounting in the system. Enter information about the new product in your accounting system Torgsoft according to the sales invoice.

The instructions for accepting goods can be expanded depending on the type of business and often include reconciliation of gross and net weight, control of expiration dates, recording of discrepancies, signing of documents on receipt of goods, cash payment with the supplier, etc.