Chapter 9 Daily Operations Goods Receiving (GRN) · 2.4. Setting up Revelation to Factor Freight charged into Cost In order for Revelation to factor the Freight Charged at the end

Revelation Training Manual Daily Options – Goods Receiving

Revelation Accounting Software

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Chapter 9 – Daily Operations – Goods

Receiving (GRN)

1. Getting Started.........................................................................................................346

2. What is a GRN / Goods Delivery Note and why is it important in Revelation…..….347

2.1. Setting up Currency (Forex Suppliers)..............................................................348

2.2. Setting the Currency reminder..........................................................................348

2.3. Setting up Stock Weight (in order to calculate Landed Cost)...........................348

2.4. Setting up Revelation to Factor Freight into Cost.............................................349

3. Booking in Goods via the Received Notes (GRN)....................................................349

3.1. Process Goods Received on an Invoice...........................................................351

3.1.1. Calling up and existing Supplier’s Account.......................................352

3.1.2. Delivery Address Selection Screen..................................................352

3.2. Main GRN Page................................................................................................353

3.2.1. Supplier Address (Info Display)........................................................353

3.2.2. GRN Details......................................................................................353

3.2.2.1. VAT Inclusive/Exclusive Display (Info Display).....................354

3.2.2.2. Currency Indicator (Info Display) – Forex Supplier...............354

3.2.2.3. Supplier Account Number (Info Display)...............................354

3.2.2.4. GRN Date (Info Display/Input Prompt)..................................355

3.2.2.5. Purchase Order Number (Info Display/Input Prompt)...........355

3.2.2.6. Credit Limit (Info Display)......................................................355

3.2.2.7. Trade Discount (Info Display)...............................................355

3.2.2.8. Terms (Info Display)..............................................................356

3.2.3. GRN Body Details.............................................................................356

3.2.3.1. Stockcode Input / Display Prompt.........................................356

3.2.3.1.1. Stockcode Input (F Key/Barcode/Down Arrow)....................356

3.2.3.2. Special Codes Input..............................................................356

3.2.3.3. Description (Input / Display Prompt).....................................357

3.2.3.4. Cost Price (Input / Display Prompt).......................................357

3.2.3.5. Tax Code (Input / Display Prompt)........................................358

3.2.3.6. Quantity (Input Prompt).........................................................359

3.2.3.7. Serial number input...............................................................359

3.2.3.8. Line Discount (Input Prompt)...............................................360

3.2.3.9. Line Total (Display Prompt)..................................................360

3.2.3.10. Price confirmation Screen.....................................................361



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3.2.4. Post GRN Body Information.............................................................363

3.2.4.1. How to exit the GRN body....................................................363

3.2.4.2. Overall Discount (Trade Discount)........................................363

3.2.4.3. Freight Amount.....................................................................363

3.2.4.4. Goods Value Display............................................................364

3.2.4.5. Discount Display...................................................................364

3.2.4.6. Total Freight Display.............................................................364

3.2.4.7. VAT Amount Display.............................................................364

3.2.4.8. TOTAL Due Value Display....................................................364

3.2.4.9. The Finish & Save Button.....................................................364

3.2.4.10. Amending a GRN via [Amend] Button..................................365

3.2.5. Split Import........................................................................................365

3.2.5.1. Option 1 (Cost Calculation on Quantity/Percentage)............368

3.2.5.2. Option 2 (Cost Calculation on Weight)..................................368

3.2.6. After GRN options Menu..............................................................................370

3.3 Process Goods Return from an Invoice...................................................................371

3.4 Reprint Old GRN......................................................................................................374

3.5 Print Labels for items on an GRN.............................................................................374

3.6 Process Goods Received on a Delivery Note..........................................................376

3.7 Process Goods Returned from a Delivery Note.......................................................378

3.8 Convert Delivery Note to a GRN..............................................................................378

3.9 Line Up GRN’s.........................................................................................................379

3.10 Another Printer.............................................................................................380

4 Review...........................................................................................................................381

Attention

Tip

Hot Tip

Warning!

Smarties

Bright Sparks



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1. Getting Started

A Goods Received Notes or GRN (also known as GRV’s), is used to book in either Stock or Services received (non-stock items). This is done in order to update the Creditors and General Ledger Records as well as update the STOCK. In the case of Services rendered to you, (like Telephone and Utility Bills), you will also be able to monitor the spending as well as compare the actual amounts to the budget amounts. Your INPUT VAT ledger record will also increase in order for you to claim the VAT back from the Receiver. To view the accumulated Creditors list due, you may print a Creditors Age Analysis at any time. In the case of the Enterprise and Empire Builder versions of Revelation, you may also book stock and services in from Foreign Suppliers. Processing a Goods Receive Note (GRN).

Click on Process Goods Receive Note on the Quick Access Menu. Select your Print method and click OK. Click on Process Goods Received. Click Find on the Find Creditor (Supplier) Account. Select the required account and click on Select. The body of the GRN will appear. Date – preferably use the Actual date the goods were received on. Input your Order Number if you have one or you could click on the down arrow to

import your Purchase Order. Press the Enter Key on your Keyboard to move to the next field.



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2. What is a GRN / Goods Delivery Note and why is it important to Capture it in Revelation A GRN is a document you create on Revelation to process or duplicate a Supplier Invoice. With a GRN, you bring new stock into your company and thus add to the Stock On-Hand as well as adjusting the Cost Price to the latest price available. In the case of Services and non-stock items, it only updates the Creditors Records and General Ledger, in order for you to monitor your accounts payable and expenses.

Note: The Golden Rule is that you DUPLICATE your Supplier Invoice Exactly. For a Foreign Supplier (Enterprise/Empire Builder only), the GRN displays a Currency field, with that Supplier’s Currency alongside the current exchange rate. Ensure that the exchange rates are kept up to date (select “Set System preferences” on the “Setup” dropdown menu on the main screen and click the “Currency” tab). All Prices and postings to foreign accounts are shown in that foreign currency. As part of the GRN Process, you will also be able to factor additional cost like transport and Duties into the cost equation.

Note: The system allows for up to three additional creditors to be captured and updated with a single GRN. This Process is referred to as an “Import Split” and can be found at the end of the GRN Process. This Process updates all Four of the Creditors involved. A Goods Delivery Note (Enterprise & Empire Only) is a Temporary GRN that only updates the Stock, but not the Creditor. It is later taken to the Creditors Department were it gets checked and then converted to a GRN. (This process reverses the Delivery Note and then does a normal GRN). The split Import only takes place when the Delivery Note is converted to a GRN.

2.1. Setting up Currency (Forex Suppliers)

When doing a GRN from a Foreign Supplier, it is important to note that Revelation will be capturing the exchange rate for the particular transaction together with the GRN. In order for the correct rate of exchange to be captured, you must first set the rate of exchange for the transaction. In order to set the Exchange rate, from the Quick Access Menu, go to System Setup Options>>Setup and System Maintenance>>System Preferences.

Click on the Currencies Tab and look for the heading “One Foreign Unit = Local”. In the Block next to the currency that you would like to update, insert the correct Currency. Make sure that the currency is accurate; as you will not be able to adjust the transaction once it has been captured. Once the currency has been changed,

you may click the save button.

Note: When reversing incorrect Forex transactions, you must set the currency to the exact rate that was used to capture the transaction in the first place.

Warning: It is important to only have certain people change the rate. It should ideally be the same people that process foreign GRN’s.



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2.2. Setting the Currency reminder

It is also possible to set a reminder for those users that work with Forex, to check and change the Exchange rate, every time they work with Forex Accounts. In future, you may change the exchange rate on the warning screen.

Tip: In order to set this reminder, from the Quick Access Menu, go to System Setup Options>>Setup and System Maintenance>>User Preferences.

Under the “General” tab, select the “Remind user to check Currency Exchange rates” tab.

2.3. Setting up Stock Weight (in order to calculate Landed Cost)

One of the options available under the [Split import] of the GRN, is to divide the additional costs incurred (for stock transport and delivery fees) onto the stock’s cost, using weight. In order to do this, you should update the weight of the particular stock, prior to using this option. (This is not critical to the success of using the weight option, but will make calculations a lot easier if weights are more or less accurate). In order for you to update the stock with the correct weight, from the “Super Menu”, call up the stock items one by one.

Click on the [Edit] button and then insert the correct weight per unit. You may also import the weights from an Excel Spread sheet.



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Once you use [Split Import] Option 2, Revelation will pre – populate the Weight portion of the Consignment and sub-divide the costs that you stipulated, based on the weight. This however, can be changed manually during the import split calculation.

Hot Tip: You may also import a Spread sheet with the correct weight, Forex price, and Supplier Discount. See: Stock MasterFile >> Import>>Import Pricelist from Excel.

2.4. Setting up Revelation to Factor Freight charged into Cost

In order for Revelation to factor the Freight Charged at the end of the GRN, into the cost of the items being GRNed, you will have to make sure that the Factoring option is enabled. If not, Revelation will NOT factor the additional costs into the item’s cost. It then rather books the Freight as an overhead expense. By default, the option to factor Freight is automatically switch on. To check your settings, go to System Setup Options>>Setup and System Maintenance>>System Preferences. This must not be confused with the Import Split. See: Point 3.2.5

Select the Stock tab and then look for and tick the “Factor Freight on GRN into stock item Cost Prices”.

In the example below, the third line does not have factoring switched on. On line four the factoring was switched on.

3. Booking in Goods via the Received Notes (GRN) Goods received notes fall under the Daily Options Menu on the Quick Access Menu. It forms part of the Circle of business and is a vital part of any accounting system. Once the goods or services have arrived from your supplier, you will need to update Revelation, in order to



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update the ledgers. Usually, the paperwork that accompanies the Goods or Services is a Supplier Tax Invoice. If you are a registered VAT Vendor, and you would like to claim back the Vat Portion of the Transaction, make sure that the Invoice does say “TAX INVOICE” on it, and that a legal VAT NUMBER is present. There are instances where you are not presented with a tax invoice however, but rather with a Delivery note. The Tax Invoice is then to follow. In this event, you may make use of the GRN via Delivery note (Enterprise and Empire Builder Only). See: 3.5 of this Chapter To access the Goods Received Module, from the Quick Access Menu, click on “Goods received/returned Note (GRN) button.

You may also use the Top Dropdown toolbar to access the Goods Receiving or, you may add a “Quick Button” on the new Programmable Power Bar, that will fast-track you into the GRN Choice Menu.

Tip: Click on the button. A List of all the available shortcut buttons will appear. You must now select your printing preferences and then click on the [OK] Button.

Note: Below the menu is a window displaying the current GRN parameters. Take note and change them as and when required.



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Once you have selected your printer, the GRN choice menu appears.

3.1. Process Goods Received on an Invoice

This option is used to book in stock and Services. Once complete, the Creditor’s and other ledger will be update with the information used in the GRN. The Suppliers account will be debited whiles VAT Paid and Stock Control will be credited.

In some of our examples, we will be booking stock to a Foreign Creditor. The only difference between a Local and a Foreign Creditor is the fact that you will be presented with the Currency that you are dealing in. The rest of the procedures are exactly the same. In Enterprise & Empire Builder you may also add additional Costs via the [Split Import].

Tip: Make use of the Super Menu to Add a new Supplier if it does not already exist.

Tip: Use Service or Odd items to place orders for items such as Petrol and Stationary. In the event of using Service Items, make sure the user has the option to amend the Description when placing the Order.

Hot Tip: Create a “Petty Cash” or Cash Purchases” Supplier, in order to place Cash or non-repeat Orders that will be paid via Petty Cash or what will not be used on a regular basis.



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3.1.1 Calling up and existing Supplier’s Account Calling up an existing account can be done in three different ways. (See: Chapter 4 for more info on this) You will now be presented with the search engine again. You may also choose to cancel the quote at this stage by clicking “Cancel”.

Tip: Depending on the Status of the supplier, you could also be presented with additional information such as if this is NOT an active supplier, or that this account is on hold due to OVERDUE alerts and would require a Supervisor Override password, if the Supervisor Password is active. See: System Preferences>>Passwords. Frozen Account Status Overdue Payment Status

3.1.2 Delivery Address Selection Screen

The transaction is now at a stage were specifics must be inserted. You may now either select the required Deliver address, or, if not present, add or even edit the delivery address. To use a standard Delivery address of one of your branches, simply click on [Internal Address]. All the available address will be displayed. In large originations, Delivery Address is critical to ensure proper stock control, especially were companies are using warehousing.

Now click on the [Select] button.

Tip: Create an internal Address called “Collect” in order to cater for suppliers that do not deliver.



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3.2 Main GRN Page You will now be presented with the main GRN body.

3.2.1 Supplier Address (Info Display) This info Display screen displays the current Supplier’s Address details. Make sure that you have selected the correct supplier for this GRN.

3.2.1.1 Supplier Postal Address (Info Display) Usually, Remittance Advices are e-mailed to Suppliers, but if your company uses “snail mail”, ensure that the address is correct.

3.2.1.2 Delivery Address (Info Display / Input Display) Make sure that the Delivery address is correct. This is especially important were head office is placing orders on behalf of branches. To change the Delivery Address, simply click on the Down arrow. A list of available address will be displayed.

3.2.2 GRN Details This portion of the GRN contains pertinent information relating to the contractual terms of the Purchase. Make sure that they are correct, as incorrect information could cost the company time and money.



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3.2.2.1 VAT Inclusive/Exclusive Display (Info Display) When creating a new Suppliers Account, on the [Control] page, one of the choices you will have is to select how the prices must appear on the Orders and GRN’s. You may either choose excluding or Including Prices to appear on the documentation.

This Info Display simply indicates your choice. You may change this by going to the Super Menu>>Creditors>> and then call up the Suppliers Account. Now click on the “Control” page. Click the edit button and tick/un-tick the “Print Tax Excl. Invoice?” tab.

3.2.2.2 Currency indicator (Info Display) – Forex Suppliers If this is an overseas Supplier (Enterprise & Empire), Revelation captures the Rate of exchange of the GRN. Make sure that the Rate has been set correctly for this GRN. This rate is then used to translate the Forex currency into local currency in order to print reports in local currency. See: System Preferences>>Chapter 25.

3.2.2.3 Supplier Account Number (Info Display) Whenever a new Supplier is added, the system allocates a seven character account number to that Creditor. When processing the GRN, make sure that it is the correct account. You will

be amazed to see how many companies have similar Account numbers, especial if you have been in business a while. Omega Computers and Omega Transport will both have OMEG as the first part of the Account number.

Tip: Use this number as a Reference on your Bank Statements when paying a Creditor. Most Banks have space for 2 Reference codes, on for your Statement and one for the Suppliers Statement. When doing Bank Recon, it is easy to identify the transaction.



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3.2.2.4 GRN Date (Info Display/Input Prompt) When a user logs onto Revelation, they will be prompted for the date. GRN dates are important as they log the exact date and time that the GRN is

processed. This is in order for payments to be processed timeously. The User that logs on first will set the default logon date for the day. Revelation will use this date as the default date for GRN’s. If required, you may change the date to the desired date of when the Order was received (as goods may first be booked in via a Delivery note, usually dated earlier that the GRN date).

TIP: You do not have to insert all 6 digits of the date, simply change the first to or four digits and then press enter.

3.2.2.5 Purchase Order Number (Info Display/Input Prompt)

This is the Order number that you placed with your supplier. Press the F5 button or click on the Down arrow in order to call up a list of outstanding Orders.

Choose the correct Order and then press the [Select] button in order to import the order into a GRN. If an order was not completely delivered the first time, you may call up the same order, until it is fully allocated. If a GRN is made without selecting the Order, once in the stock is read in, the order will be called up. You will have the option to allocate the order at this stage.

3.2.2.6 Credit Limit (Info Display) This Info Display will indicate the Credit Limit with the Supplier.

3.2.2.7 Trade Discount (Info Display) Trade discount will be deducted at the end of the GRN.



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3.2.2.8 Terms (Info Display) This Information Display alerting when the GRN is due for payment.

3.2.3 GRN Body Details You will now be able to insert and amend the required information in the GRN. Remember that you will be able to pull in partially delivered Purchase Orders and Repeat Orders into the order at this time by using the [F9] key.

3.2.3.1 Stockcode Input / Display Prompt To add items to the GRN, input all or part of the required item’s stockcode as listed in your Stock (Inventory) file and press [Enter]. If a partial code is used, a window of matching items will be displayed. By further typing in the rest of the stock code, Revelation will do a defined index search, until the desired item is narrowed down for selection (incremental search).

If you prefer, you can left-click the down-arrow at the end of the current stockcode field. This will call up the entire stock file in a Browse window. From here you may choose the required item. Remember the incremental search function.

Tip: Click on the [Show Pic], [Cross-Ref] and [Recent] buttons to see special information on the Sales Order, such as a list off recent prices to this client on the required item and other items that are compatible with the one on the order.

Tip: Move the slider bar to the right to display more identifiers on the stockcode like, Unit-of-sale, Bin location and Category code

3.2.3.1.1 Stockcode Input (F Key/Barcode/Down Arrow) Use the F-Keys, (as described in Chapter 4 - F2, F3, F4 & F5) to search for the required stock. You may also use a barcode scanner to scan in the stock code. If you prefer, you may also be able to click on the down arrow next to the stockcode field in order to call up the stock list.

Tip: Remember that you may Insert and Delete lines with the [Shift+Insert] and [Shift+Delete] keys. (See Chapter 4 for more information).

3.2.3.2 Special Codes Input Press the [F9] key to call up a list of all the fields that are available to import into the Quote. You may also use the = options as described in Chapter 4.



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=S - Single Message Line

=T - System Messages

=O - Odd Items

=P - Price Change (if not permanently on)

=A - Assembly Invoice (If Installed)

=Q - Sales Quotes

=R - Recipes & Kits

Tip: If your stockcodes are different from your supplier’s stockcodes, you may program Revelation to search for stock items using the ‘Supplier Code’ field in stock records. On the ‘General’ tab under each User’s ‘User Preferences,’ set the ‘Default Stock Pattern search key’ to ‘Suppl1 Stockcode’.

3.2.3.3 Description (Input / Display Prompt) This input/display prompt indicates the description of the product that you have selected. If enabled, you may also amend the Description whilst placing the order (not recommended).

. To enable this feature go to User Preferences>>GRN. Now click on “Allow Stock items Description to be modified”.

Warning: Use this option with caution. This could potentially result in the incorrect stock being ordered or potentially confuse the Supplier. We recommend that you rather change the stock description on the stock MasterFile to be correct. Otherwise Revelation will simply skip over this column when you hit the [Enter] button.

3.2.3.4 Cost Price (Input / Display Prompt) Revelation will use the last cost price (GRN Price) to populate this field. You may change it to whatever amount is stated on the Suppliers Invoice. Currently the Cost price inserted here will also update the list price (This may soon be an option to allow/disallow list price updates from GRN).



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Due to fluctuating exchange rates, when dealing with a Forex Supplier, it is safer to assume that the List Price (Foreign Currency) will be more accurate. Revelation therefore uses the List price to pre-populate the Excl. Price.

3.2.3.5 Tax Code (Input / Display Prompt) Tax codes on stock items are usually pre-set. In most countries the Receiver has some pre-determined exempt items (like milk), that attract Zero VAT. The Suppliers account is also usually set to either charge tax or not, depending whether it is a Foreign or Local Supplier. This option is set when the account is created and may be amended. It is therefore seldom required to amend the Tax Code when doing a GRN.

Tip: You may disable this prompt per user. (User Preferences>>GRN)

Hot Tip: In the case of Forex Suppliers, Tax will not be prompted for due to the fact that imports from another country are usually tax exempt. However, in recent developments in

some African Countries, Traders are now allowed to transact locally in a Forex Currency. To accommodate this phenomenon, you may now charge Vat on Forex Suppliers.



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3.2.3.6 Quantity (Input Prompt) If an order was imported into the GRN, you will simply have to confirm the quantity received.

If not, simply insert the Quantity Received.

Tip: If the Quantity received is less that the order Quantity, it will remain on the system as a back-order.

3.2.3.7 Serial number input If the item was created as a serialised item, you will now be prompted for the serial number. There must be a unique number for each item received.

If the supplier has issued serial numbers to the stock supplied, you may now enter them one by one. IF not, you may which to create your own serial number range by pressing the [F10] key. For more information on serial items, See: Master File Updates>>Stock Master File (inventory)>>Serial Numbers.

The secret is to make sure that your serial range ends off with enough characters to accommodate the amount of items that you are booking in IF you have received less than 10 items; your range should end with -0[dash zero]. The system will then increment to the amount of items received. For up to 99 items, make your last digest a -00[dash zero zero], and so forth. Then press [OK].

Once all the serialised stock has serial numbers attached, press the [Save] button.



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3.2.3.8 Line Discount (Input Prompt) Line Discount is populated from the Suppliers Discount under the stock MasterFile. You may override this in the event of alternate Discount granted on the Supplier Invoice.

Tip: You may disable the Line Discount prompt per user. Go to User Preferences>>GRN.

3.2.3.9 Line Total (Display Prompt) Revelation will now tally the line item into an excluding or including total, depending on the Vat Display Setting you chose for this suppliers account. If line discount is applicable, it will be deducted from this total.

Hot Tip: This column CAN be amended. This is usually necessary when the item’s cost price uses decimals in the cents position and the quantity is high. You must insert the correct grand total if it differs from the Source document. Revelation will automatically recalculate the correct unit price for the individual items and advise you accordingly.

Note: When decimal quantity and currencies are used, Revelation uses a rounding algorithm to calculate the total as demonstrated below. This is done due to currency that is limited as a two decimal position.

Tip: If the Order amount does not telly to the Suppliers invoice amount (Due to Vat Calculations), use the [Amend] button at the end of the GRN Vat Summery, to adjust the totals accordingly.



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3.2.3.10 Price confirmation Screen Once the new cost price has been recorded, Revelation measures the difference between the old and the new cost prices. Based on this difference, using the Markup and Margin, the system will calculate and recommend new selling prices. You will now have to choose between [Accepting] the new calculated selling prices, [Amending] the selling prices or to [Leave] the selling prices the way they were.

Tip: For foreign suppliers, Revelation calculates the displayed selling price in local currency based on the current rate of exchange specified in the system settings. Up to 999 lines may be entered on a GRN.

In order to make the correct decision, the following information is supplied:

1) Current Latest Cost Price This is the Cost Price you last paid for this item before the GRN that you are now entering.

2) Current Average Cost Price This is the Average Cost Price you last calculated before this GRN, based on the previouse GRN’s

3) Current Exclusive Selling Price This is the Excluding Selling price of the item before the current GRN.

4) Current Inclusive Selling Price This is the Excluding Selling price of the item before the current GRN.

5) New Latest Cost Price This is the Latest Cost Price of the item. The data is obtained from the current GRN that you are busy with. (In other words, this price equals the price you just inserted into the price field for this item).

6) New Average Cost Price This is the Average Cost Price based on current Stock on-hand before this GRN plus the Latest Cost price based on the GRN that you are now entering. The calculation is as follow based on 10 items in stock at average cost of R10.00 and 10 new items at Latest cost of R 12.00: (10 x R10.00 = R 100.00)+(10 x R12.00 = R 120.00) = R 220.00 / 20 = R 11.00 The New Average Cost Price is now R 11.00



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7) Markup % in Stock Record This is the Markup persentage that you have on record for this item. You may amend it under the stock masterfile before you do the GRN via the SuperMenu.

8) Markup used to Calculate new selling Price (Average/Latest) This is the method that you have chosen to calculate the new Selling price. Selling prices may be either based on the Average or the Latest Cost Prices. To amend this method, you may either editing the stock records one by one through the SuperMenu, or you may amend all the stock records at once using the [Amend a field in all records] under the Stock Masterfile.

9) New Markup % This should be the same as the “Markup % in Stock File” until you choose to Amend the Selling price. Once you have, this will now indicate the new Markup based on the Latest Cost price and the new Amended selling price.

10) New Margin % This is the same as for Markup.

11) New Excluding Selling Price (Based on Markup %) This is now the New “recommended” Excluding selling price based on the New Average or Latest Selling price (Depending on the method (Average/Latest) the you have chosen to base your algorithm on). You should use this information to either [Accept], [Amend] or [Leave] the New selling Price.

12) New Inclusive Selling Price (Based on Markup %) This is the same as the “New Excluding Selling Price”, but inclusive of VAT.

3.2.3.10.1. Accept New Selling Price If you are happy with the new “Recommended” selling price, you may simply press the [Accept New Selling Price].

3.2.3.10.2. Amending the Selling Price If you are not happy with the selling price, you may [Amend the Selling Price] now. You will be fast tracked to the “New Exclusive Selling Price for this item”. Simply insert the desired EXCLUDING Price for the item. You may alternatly insert a desired Markup % and the tell the system to calculate the selling price based on LATEST or AVEGARE new cost price. Press either [F5] (Latest) or [F6] (Average) and NOT [Enter]. The new Excluding Selling price will now be calculated.

Hot Tip: You may also skip to the Inclusive price prompt. Now insert the desired Inclusive price and then press [F6] instead of [Enter]. This will now also calculate the Excluding price as well as the New Markup & Margin for this product.



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3.2.3.10.3. Leave Selling Price as is If you do not wish to calculate new selling prices based on the information just inserted, you may [Leave Selling Price as is]. This is ussually done when you are working on fixed Selling prices due to prior commitments such as Contracts and Tenders.

Tip: Rather use Price Lists for Customers that have contracts with you in order to make sure that Pricing does not get influanced by GRN’s when contracts and tenders are at steak.

Hot Tip: When using the [Split Import], remember to revisit the “Confirm Selling Price” screen in order to re-calculate new Selling prices based on the new information from the [Split import] (In Future this will be an Auto-Prompt).

3.2.4 Post GRN Body Information Once the detail of the Order is completed, you may finish the Order.

3.2.4.1 How to exit the GRN body The body of the GRN has been designed so that unlimited lines of information may be entered. When done with the GRN, you will have to exit out of the document body (by pressing enter, the document just goes on into infinity). Use one of the following methods to exit the quote body:

Escape button [Esc] – Hit the [Esc] key once on the stockcode field.

Finish Button [Finish] – Hit the Finish button - Once. You should now check all the totals to ensure they are correct.

3.2.4.2 Overall Discount (Trade Discount) This is the discount that is allowed on the TOTAL GRN by the supplier and is usually known as Trade discount. (See: Trade Discount under the Supplier Master File). You may amend this discount per GRN by entering the discount here.

Tip: You may disable the Trade Discount Field per User. (User Preference>>Orders)

3.2.4.3 Freight Amount If the Supplier charges Delivery fees or Freight, you may stipulate that amount here. This amount will be placed in its own expense field under the Trial Balance called “Freight Paid A/C”



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Tip: When the goods arrive, use the [Split Import] (Enterprise & Empire), to calculate the Landed cost (Actual Cost) of the item in order to achieve the correct margin on the items supplied. If not, the freight remains and overhead component, not a Cost-of-Sales.

3.2.4.4 Goods Value Display This Info Display screen is the Excluding VAT Total of all the goods on the GRN After Line Discount but Before Overall Discount and Freight.

3.2.4.5 Discount Display This is the Total Discount (Before VAT) based on the Goods Value After Line Discount but Before Freight. The assumption is made that your Supplier will NOT be giving you a Freight Discount (as Freight is usually based on actual cost transfer and not a marked up item).

Thus: 3200 – 60%(-1920) = 1280

3.2.4.6 Total Freight Display The Total Freight is the Freight Charged under the “Freight Amnt: EXCL” and is excluding TAX. It stands alone from the Goods Value as it is NOT subject to Overall Discount. If Discount is granted on Freight, rather stipulate it on the body of the GRN as a Service item.

3.2.4.7 VAT Amount Display This is the Amount of VAT/TAX that the Supplier will be charging us on behalf of the Receiver of Revenue. It is based on a percentage as stipulated in the System Preferences>>VAT/TAX tab. Note: It is Not based on the Goods Value Total, but rather adds up all the excluding totals that belong to non-VAT exempt codes. It includes Freight. In our example the VAT rate is 14% on all the items. Thus: 3200 -60%(-1920) = 1280 + 1000 = 2280. 14% of 2280 = 319.20 (2280/100 x 14)

3.2.4.8 TOTAL Due Value Display This is the total that is due by your organisation to the Supplier and should be the same as the source document of the Supplier.

Thus: 3200-1920 +1000 +319.20 = 2599.20

3.2.4.9 The Finish & Save Button To exit the body of the GRN, click on the [Finish] button once (This will turn the Finish button into the Save Button).

You may now complete the Order by clicking the [Save] button.



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3.2.4.10 Amending a GRN via [Amend] Button If you are not happy with the order in terms of content or pricing, you may click on the [Amend] button BEFORE you click the Save button. This will take your curser to the beginning (Date Selection) of the GRN, in order for you to make the necessary adjustments.

3.2.5 Split Import If the GRN you are processing is for Goods Received from a Foreign Supplier or if there was additional costs related to the GRN, such as shipping fees, import duties, Vat, etc, then these additional charges should be factored into the calculation of the Latest Costs of the items on the GRN (when they are booked into stock). The Split Import will create up to three additional GRN’s while busy with the main GRN.

In the case of Import Duties, you can define the percentages to be used for each item on the GRN when calculating its portion of the Import duty (By Quantity or by Weight).

Tip: Open the appropriate Nominal Ledger accounts for each additional charges and then set them up on the “GRN” tab of the “System Preferences” option (on the “Setup” dropdown menu on the main screen).



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Depending on your Country, you may also open a new VAT account for “VAT PAID on IMPORTS”. Just remember to add this code under the VAT Field of the System Preferences, in order to make this part of your VAT Reports.

By Clicking the [Split Import] button before you complete the GRN, will are allowed to post up to 3 Additional Creditor Fees into the Main GRN. Click the [Add] button and select a Creditor’s account in the usual manner.

This would be a Creditor like the Clearing and Forwarding Agency or the Company that delivered the goods to your Company.

When prompted, input the Total value of the additional costs to be allocated to the additional

Creditor (Inclusive of VAT). Once done, you will have to apportion the additional amount

to the correct Nominal Ledger that you created for this purpose . As VAT charged on imports often vary (not the standard VAT percentage), you must also allocate the VAT

portion of the transaction in the space provided . Remember that the “Total Expense Amount” must be Inclusive of VAT.

Tip: At the bottom left, you will have a “hash Total” to indicate how much of the Original Inclusive amount (that you stipulated in the Expense Amount), must still be Posted. This amount must be ZERO before you may continue.



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As Revelation will update all the Creditors accounts with a Single GRN entry, it is important

to insert each Creditors Ref/Invoice number in the space provided .

Repeat this process for up to 3 additional Creditor accounts . Where your Additional Creditor is a Foreign Creditor, remember to update the exchange rate for that Creditors Currency in order to convert the local currency correctly. In such an event, you will be

presented with a conversion table. (see above right) . Once you have captured al the

additional creditors, click the [OK] button . To the left of the [OK] button will be the new Total of the GRN. (This amount includes the additional 3 Creditors Totals).

Revelation will now attempt to automatically calculate the new Cost Prices of the items on the GRN based on the additional costs, by spreading the sum of the additional amounts (excluding Vat) proportionately over the existing cost prices (that you entered on the GRN). If some of the items on the GRN attract a higher import duty than others on the GRN, you may proportion the Import Split in one of the following two ways.



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3.2.5.1 Option 1 (Cost Calculation on Quantity) Using this method, the total additional cost will be split as a percentage of the basic cost over the quantity received of each item (above). If this is not correct, you must manually calculate the Cost Prices of those items that attract a greater (or lesser) proportion of the Import Duty charge and type in that Cost Price. First click the [Amend] button.

Now Click the checkbox to the right of that Cost Price to clear it (there must be no tick in it). Do this for each non-standard cost priced item. Now click the [Recalculate] button.

Revelation will recalculate the Cost Prices of only those items that are still ticked (based on the changes you made to the other cost prices). If an item does not attract any additional cost, set the Calc’d Cost to Zero and leave that item also as un-ticked.

3.2.5.2 Option 2 (Cost Calculation on Weight) To use this option, as a starting point, make sure that all your stock Weight fields have been populated with the correct weights per unit. Revelation will use these as the basis for your calculation. The more accurate they are the more accurate the initial default calculation will be. In our example we are importing 10 Motor Cycles, each weighing 100Kgs. Once you hit the Option 2 Button, the default weight of 1000Kgs will appear in the hash total block. You may now adjust the total consignment weight to balance with your paperwork. (There may be additional weight added to the shipment in the form of packing material).



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Revelation will now split the additional costs based on each items weight as a percentage of the Basic Cost.

Just like with option 1, you may now manipulate the weight factor per line item in order to allocate the correct costing per item.

As with option 1, set the items to Zero that do not attract any additional cost. Once you have manipulated the Weight, hit the recalculate button. Once you are done with your calculations, you may hit the [OK] button. This will take you back to the main GRN Screen. To revisit the additional Cost screen, hit the [Import Split] again. Based on the Markup in the stock file, a new selling price will be calculated automatically.

Remember: You need to now click on each item in order to recalculate the Selling prices with the new calculated costs.



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3.2.6 After GRN Options Menu Once the GRN has been processed, you will be presented with the following After GRN Selection Menu.

3.2.6.1. Print a Duplicate Copy of this Goods Received Note This will print a Duplicate copy of the document just completed. If you have chosen the option to print the AFTER the GRN use this option to produce your original printed document.

3.2.6.2. Process a New Goods Received Note This option will start a new GRN to any supplier.

3.2.6.3. Process another Goods Received Note to the SAME account. Process another GRN to the SAME account. This is when you have a few GRN’s to be processed for the same Supplier.

3.2.6.4. Print Labels for the Stock Items on this document. Print Labels for the Stock items on this document. You may now print Labels for the stock just received. A Label printer specially designed to print labels would be the best option. We currently cater for the Zebra, Argox, Samsung, and Brother QL-570 printers. Choose your printer and then press [OK]. Make sure that you check the model with Revelation to check that it is compatible with Revelation. 3.2.6.4.1. Select how many labels to print

You may either print a label for each of the items on the GRN ( ), Print only One label per

Item on the GRN to serve as shelf talkers ( ) or Print Labels for the items on the GRN, but



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equal to what is on hand, not what was just GRNed ( ). The reason for this is to update all the stock on-hand based on the latest information from this GRN. On each one of the

options, you may also choose to include Pricing on the Labels ( ). You may also use a normal Dot-matrix or Laser/Inkjet Printer to print standard A4 labels

( ). This is old technology and should only be used if you really cannot afford a Labels Printer. This also requires you to setup a default Label in order for this to work. To set this up, go to Stock Reports >>Labels>>Set default Barcode Label options. If you do have a dedicated Label Printer, you may now select the printer that you

would like to use ( ).

Print a Packing Slip with Bin Locations (No Pricing) This option will produce a Document with all the items that has just been GRNed, WITH Bin locations but WITHOUT prices. This relies on proper Bin locations to be inserted on each stock item’s MasterFile.

3.2.6.4.2. Select the Printer to be used

Make your selection as per the available list.

3.3. Process Goods Return from an Invoice This option is used when goods need to be sent back to the Suppliers. This could either be goods that have been incorrectly supplied, damaged or no longer required. The entry will then reduce (Debit) the Suppliers account with the amount of the stock being returned. The

stock Control and VAT Paid will be credited.



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Once you select the “Process Goods RETURNED” button, you will search for the Supplier in the normal way and the [select] the correct account.

To assist you in not having to type out the entire Goods Return note, Revelation will give you the option to import a GRN into a Return Note. You may then simply delete the line items that you would not like to return to the supplier.

If you are importing a GRN into a Goods Return note, the current transactions will be listed in order for you to select the particular one you would like to import. If the GRN is in an older

period, use the “Go Backward” option to look for the correct entry. To make sure that you

are importing the correct document, make use of the “Display Contents” button in order to view and import the GRN.

If the [Import Split] option was used to GRN the goods, you will receive the following prompt informing you that only the goods will be imported and not the additional costs that accompanied the original GRN. The reason for this is obvious as you still received the service from the importers etc. If credits are due by the other Suppliers that were GRNed on the same Import, rather handle them manually (Journals & =O entries) unless you have the option enabled under user settings>>GRN, that allows you to reverse the entire entry.

If this is the case, just click the [OK] button to continue.



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You will now be presented with the Original GRN but as a “Goods Returned” document. You will notice an Instruction screen that will assist you in removing the line items that you would NOT like to send back to the suppliers. [Shift]+[Delete]. You may also reduce the quantity of a line item as well as add additional items that you would like to send back to the suppliers (Not allowed in Foreign Suppliers).

As an additional control mechanism, the original suppliers invoice number and internal document number will be displayed on the first item line as a message line entry.

Note: In the event of a Foreign Supplier, the goods are returned at the rate of exchange that was captured on the original GRN. This is done in order to reverse the entire transaction. If we allowed this rate to be changed, the account will have unallocated amounts that will not tie up to any stock. For this same reason, we also do not allow item lines to be added to the transaction. Rather do a separate return for those additional goods.



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3.4. Reprint Old GRN Revelation allows you to reprint any document on the system. This process is very advanced

and easy to use. You may reprint the required document by using one of three search engines. If you have the document number handy of either the GRN (CI), Goods Return (CC), Delivery Note (CG) or the Delivery Return note (CH), you may simply enter them in the

appropriate blocks under the “Input Document NUMBER” option . If you use an internal GRN number or clients Order Number as your reference number,

insert them under “Search for Reprint GRN using.” option .

The most often used search engine though, is the last option (3). This powerful search will allow you to search the Suppliers account number for the required document. As with “Goods Returned Notes via Invoice”, you may move backward and forward between the age periods as well as display the content of a GRN in order to reprint the correct document.

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Once located, simply select the [Print] button.

3.5. Print Labels for items on an GRN

One of the options after a GRN was printed, is the ability to print “Labels” or “Stickers” for the items that have just been booked into the system. This assumes that you have an approved label/sticker printer handy. In the event that you did not print the labels after the GRN, or would like to do a Reprint run of the labels, you may select “Print



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Labels for items on a GRN. This option will only print labels for the items on the GRN. IF you would like to print labels for stock in general, rather use the Label Printing option under the stock reports. You may search for the source document that you would like to do a Label reprint for, by using the same search options as described above. Once you have located the GRN to be label printed, you may click on the [Print] button.

You may now select the amount of labels to be printed as well as the correct printer that you would like to print on (See: Point 3.2.6. for more information).

Note: Before purchasing a label printer, make sure that it has been approved for Revelation use. We do NOT cater for all label printers as the code has to be programmed into Revelation on printer by printer bases. You are however welcome to supply Revelation with a printer, in order for us to see if we can accommodate your model. We do NOT however guarantee that we will be able to assist. We also do not take any responsibility for the printer being tested and programmed.



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3.6. Process Goods Received on a Delivery Note It often happens that a supplier will deliver goods or services on a delivery note (Not a Suppliers Tax Invoice). Many times the price was not yet established, or, by agreement, the personnel delivering and receiving the goods are not entitled to view the cost prices of the

goods or services. In this event Revelation will allow you to receive the stock into the system, but will only Debit the stock ledger. The VAT and Creditors ledger will not be influenced. As Revelation does not allow one legged entries, the Stock Adjustment account under the general ledger will be used to post a temporary entry against the stock received. Due to the fact that no pricing should be displayed on a Delivery note, the user will not have the correct Latest Cost price of the items being received into the system. For this reason, Revelation will assume the ‘Current Cost Prices on file” are still valid and use them as an interim measure. Once the correct Tax Invoice is received, this will be adjusted. NOTE: This will influence your profit on a Debtors invoice. The difference between the Delivery note cost and actual cost will be reflected in the stock adjustment account in the event that goods have been sold to a client before a Delivery note was converted into a GRN.

You may book the stock in as per normal. You will note the label “Delivery Note” prominently displayed on this document.

At this stage, you will not yet be allowed to do an [Import Split] as Revelation correctly assumes that you do not have the correct paperwork yet. During the conversion process, you may add the additional cost via the [Import Split].

Once the goods have been read into the system, you will notice a temporary entry under the creditors account with a Zero balance. The prefix “CH” is indicative of a Delivery Note.



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Once the entry is converted into a GRN, this temporary entry will be reversed by a second Zero entry, indicated with a prefix “CH”. A third entry line will then book the correct entry into the creditors account.

Note: Due to the temporary nature of this type of entry and the fact that not all the ledger are updated, you will NOT be allowed to a Month-end procedure until all the Delivery Notes have been converted into GRN’s. To see a list of all the outstanding Delivery notes on the system, go to Frequent Reports>>Creditors Reports>>Reports>>Outstanding Delivery Notes.

You may also print historical Delivery notes by going to Frequent Reports>>Audit Reports>>Audit>>Selective Creditor transactions>>Current or History.

Look for and tick the “CG“ and/or “CH” types.



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3.7. Process Goods Returned from a Delivery Note This option is used when goods have been received on a Delivery note and should now be returned to the supplier. It assumes that the Delivery note goods have not yet been sold or that the Delivery note has not been converted to a GRN. In the event that a Month-end has

to be performed, you may also use this option to remove Delivery notes that are blocking the month-end procedure. Remember to redo them once the month-end has been run. As with GRN Reprints and Returns, look for and [Select] your Source document (CG).

Due to the nature of the document, you will not be able to amend any item lines during this process. If goods have been sold, rather convert the document into a GRN and then do a normal Goods Returned note to the supplier. Your original Delivery note number will also be displayed on the first message line, as well as the internal transaction number.

3.8. Convert Delivery Note to a GRN

Once the Supplier issues you with the original Tax Invoice, you may convert the Delivery note into a Goods Receive Note. This is a simple process in that you simply look for the transaction via the search engines described above. Once you have located the correct account, you will be presented with all the outstanding Delivery notes for this

supplier. You may either View the contents of the Delivery Note (1) or convert the viewed delivery note into the GRN format (2).



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At this stage, the Delivery note functions exactly as a normal GRN except for the fact that you will not be able to add item lines to the delivery. If the supplier has issued other items on the same Tax Invoice that was not part of the original Delivery note, rather cancel the Delivery note and simply issue a normal GRN. If the goods have already been sold, manually split the Suppliers Invoice and do a Delivery note conversion for the items in the Delivery note followed by a GRN for the balance of the stock. In this event either request a split invoice from your supplier or, simply file the paperwork together for the multiple transactions.

You will note that the creditors account will have three entries in for each of the Delivery notes that have been converted. It is thus obvious that a Delivery note is a temporary solution and does not replace the GRN process.

3.9. Line Up GRN’s This option will print a “dummy” GRN in order for you to make sure that the stationary in the printer is lined up correctly. This is meant mainly for the dot matrix printers were the starting position of the next document is

very important. These days, the laser printers will always line up as Revelation produces the Layout with the document.



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3.10. Another Printer

From time to time your normal printer may not be available, or, you may want to print or even reprint to a PDF printer. This option will allow you

to select any of the printers under the Windows Printer list for this computer. Once you exit the GRN module, your default printer will be re-instated. Simply select the Draft (Dot Matrix) or Letter Quality (Laser or inkjet) tabs, followed by the dropdown tab in order to view and select the printers available to you.

Please note: The GRN Process makes use of the “Report” printer settings under the Terminal Preferences.



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Notes

Documents

Chapter 9 Daily Operations Goods Receiving (GRN) · 2.4. Setting up Revelation to Factor Freight charged into Cost In order for Revelation to factor the Freight Charged at the end