This is an important process where we Convert a PO into a Purchase Order Receipt (POR) document. Few companies also call this document as Goods Receipt Notes (GRN) / Material Receipt Note (MRN). Focus on this process is to ensure that STORES person doesn’t make any mistakes, when he receives the materials and create a Purchase Order Receipt (POR) document.

There are few important points to note on Purchase Receipt dashboard where you select the PO to book inventory.

1. Purchase Order Receipt (POR) dashboard will show ONLY those PO’s that are still open. Closed ones are not shown.
2. All the Vendors details of the Selected Purchase Order will come on the Purchase Order Receipt screen
3. “Stores Person” or the Material Receiver to receive the materials based on the “REMAINING Quantity”.
4. The stock will be added to Inventory / Stock of the company.

Important on Purchase Order Receipt process

1. We do not allow to receive stocks more than whats is mentioned in PO. If you are getting more stocks then
   1. Update PO to indicate how much MORE you are receiving.
   2. Set a “%age” in “Purchase Settings” with “extra percentage of materials thats allowed.
2. We follow weighted average costing of the Inventory based on old stock and new stock thats received.

When you receive the materials, following process completes immediately. So be careful.

1. Inventory / Stock comes into System. So your stock is available for any next process.
2. Average cost of the Inventory changes due to NEW STOCK and its UNIT Purchase Price.
3. Supplier Payments amount is updated
4. Taxes are shown with how much you paid to Supplier. (Actual Supplier Payments happens at later date). Here the liability is created.
5. Purchase Order is closed, if all the materials are received. Else the PO is still open.
6. POR Document can be used for the next payments or Purchase Returns, if the received quantity is wrong.

Convert a PO to a Purchase Order Receipt Master data entry Screen

Once you select a PO, all the master data including Vendor details, Old PO reference number will appear on Purchase Order Receipt screen.

Change the POR Date, if needed, as it is the Transaction date that affects the Inventory, Payables etc.

Purchase Order Receipt master data entry is as below.

Field ID	Field Name	Mandatory?	Field Description and how it helps?
Site ID	Branch Name	No	If you are using Multiple Branches feature then this FIELD appears. Multi Branch / Sites is a feature that can help to make separate document for each SITE / Branches.
POR No	GRN No	Yes	This is the POR No, a unique number to recognize the document. This is either auto generatedManually you can create.
Credit terms	Credit Period	No	Select the Credit terms from the Dropdown.
POR Date	POR creation Date	Yes	Effective Date of transaction
POR Currency	Currency of Document	Yes	It is the currency used for POR / for Transaction. This is also called “Document Currency”.
Due Date	Payment due date	Yes	This is the date by which the payment has to be made.
PO Number	Sales Order ID	Yes	Here we are converting a confirmed ORDER into a POR. So we need the PO Reference.
Supplier ID	Supplier ID	Yes	It is a unique identification number given to each Supplier in ACTouch ERP
Supplier Name	Supplier / Party Name	Yes	Supplier Name / Business name.
Ship To	Shipping Address	Yes	This is the address of the Supplier where the particular product has to be delivered to.
GST Number / TAX ID	Supplier Tax ID	No	This gives Supplier TAX NO. It’s a unique ID necessary for businesses.
PAN Number	PAN No	No	This is the Permanent Account Number of the individual / Business.
Reverse Charge	Reverse charge	Default value = No
TCS Tax	Tax Collected at POurce Amount	Default value = No	Enable the feature, if you need it. This is the tax payable by a seller, which he collects from the buyer at the time of sale.
Order reference	Order number	No	This is the Order Number (for reference)
Order Amount	Order amount	No	This is the total amount of the Order (for reference)
Order Date	Order date	No	This is the Order Date (for reference)
Add Line Tax Amount to Product Cost	Tax Amount is added to product costs	Default value = No	Add Line Tax Amount to Product Cost This is part of the Product Landing cost where we can add the TAX Amount Back to Product cost.
Add Shipping Charges to Product Cost	Shipping Charges to Product cost.	Default value = No	Add Shipping Charges to Product Cost This is part of the Product Landing cost where we add Shipping Charges to Product cost.

If Consignee = Yes, then we see the below records

Consignee Details.

Field ID	Field Name	Mandatory?	Field Description and how it helps?
Consignee	Consignee	By Default = NO	This is the Recipient of the Goods that are shipped. It tells whether we have a Consignee or not?
Consignee Id	Consignee ID	Yes	This is mandatory, if you enable “Consignee = Yes” This is the identification number given to a consignee.
Consignee Name	Name of the Consignee	Yes	Consignee Name / Business Name.
Consignee State	Consignee State	Yes	Consignee State and its important for Indian GST purpose.
Consignee Shipping Address	Shipping address of Consignee	Yes	Address of the shipment receiver (Consignee).
Calculate Tax based on Consignee	Tax on Consignee	By Default = NO	This tells whether to apply the tax on the Consignee or not.

Enter the Products that are received here.

Please select the LINE for which you received the Stocks.

Here you can

1. Select the LOCATION where the STOCK should be shown in ERP.
2. Enter the Batch NUMBERS, if a product has (This settings to be done in PRODUCT MASTER)
3. Enter the DC Number against which the material has come.
4. “Save” the POR

Purchase Order Receipt – Product line Details are as below

Field ID	Field Name	Mandatory?	Field Description and how it helps?
Product Group, Subgroup1, Subgroup2, Subgroup3.	Product Group, Subgroup1, Subgroup2, Subgroup3 drop down values.	NO	These are the data helps to select the right PRODUCT for the line item. These data appears on the screen, if you enable “Product Group = Yes” in the “Sales Settings”.
Product ID	Product ID	Yes	This data appears from Purchase Order. We show only those ITEMS that are OPEN to RECEIVE from a PO.
Product Description	Product Description	Yes	It is the description about the product.
UOM	Unit Of Measure	Yes	Unit of Measurement of the Product. If you have an Alternate UOM, then select the same here for the Product that you are selling.
QTY Remain	PO Remained quantity	Yes	PO Remain Quantity. For the Information.
Qty Receiving	Received Quantity	Yes	This is the quantity that’s Received now.
Qty Rejected	Quantity that’s rejected	No	The quantity rejected that came as part of the DC / Supplier Invoice.
Unit Price	Unit Price	Yes	It is the Unit price of the product.
Discount	Discount on LINE level	No	PRODUCT level DISCOUNT.
Tax incl.	Inclusive of Tax	Default = No	Tax include – Yes or No. This feature is used for the MRP types of Products where the TAX is ADDED with UNIT price. PO we should show the Basic Product Amount + Taxes Separately.
Tax amount	Tax Amount	No	Please select the TAX CODES that are RIGHT for the PRODUCT. If you have setup these data in Product Master, then ERP will pick from there directly.
Total	Total Amount	Yes	This is the Total amount of the line item excluding TAX AMOUNT
HSN Code	HSN Codes	No	HSN Codes for the Product that are provided by Government.

Purchase Order Receipt – Financial Details and other parameters

Field ID	Field Name	Mandatory?	Field Description and how it helps?
Delivery Challan No	Delivery Challan No	No	When the Material is recd, it could come against a DC from Supplier. Please enter the same here.
Terms And Conditions	Business Terms And conditions	No	It’s the General Terms and Conditions for the Delivery etc. If you can alPO make templates and use it.
Ship Mode	Transport mode	No	This describes us about the type of transport for delivery. It may be by Air, Cargo, etc.
eWay Bill No	eWay Bill No	No	If you are shipping the items, then you can enter the eWay Bill no that’s generated by Indian Govt Portal.
eWay Bill Date	eWay bill Date	No	Date of the eWay Bill specific to Indian Govt
Memo	Additional information	No	You can add more Information about the Sales Order.
Payment terms	Payment terms	No	These give us the details about payment terms between the two Parties that they have agreed on. You can define multiple “Payment Terms” in Master and use them.
Payment Terms Description	Payment Terms	No	This is description of Payment terms.
Sub Total	Total price	Yes	Subtotal of the Order.
GROSS / Cash Discount	Discount on the total Payment	No	It’s the Overall discount on the Order. Two types Cash Discount – You can give the Discount in “Amount” only.Trade Discount  – You can give either in “%age“ or in “AMOUNT”
Total before tax	Amount before tax	Yes	It’s the Total amount without Tax amount
Total tax	Tax amount	Yes	It’s the total Tax on the line items.
Round off	Rounded off amount	No	Enter the Amount, if you want to change it. Its small amount that can be added or removed from the TOTAL AMOUNT to round-off.
Total	Total Amount of the Order	Yes	This is the total Order amount after rounding off.

The below Charges data are shown based on the “Purchase Settings” and enable the charges that you need.

Field ID	Field Name	Mandatory?	Field Description and how it helps?
Field Name			Field Description and how it helps?
Postage Charges	Postage Amount, if any	No	Enter the Amount, if you need it. (Other charges for Order). Enter the Postage charges that will be billed to the Buyer, if any.
Postage SAC CODE	SAC Code	No	Enter the SAC Code, if you need it.
Postage Tax	Postage Tax	No	Select the Taxes, if you need it. This gives the tax levied for postage.it comes under different GST slabs for the type of product.
Packing Charges	Packing Charges, if any	No	Enter the Amount, if you need it. (Other charges for Order). This is the Charges for the product that’s billed to the buyer, if any
Packing SAC CODE	SAC CODE	No	Enter the SAC Code, if you need it.
Packing Tax	Tax for the Charges	No	Select the Taxes, if you need it. This gives the total TAX on transport cost of the product.
Shipping Charges	Shipping Charges, if any	No	Enter the Amount, if you need it. (Other charges for Order). This is the Shipping Charges for the product that’s billed to the buyer, if any
Shipping SAC CODE	Shipping SAC CODE	No	Enter the SAC Code, if you need it.
Shipping Tax	Tax for the Charges	No	Select the Taxes, if you need it. This gives the total TAX on transport cost of the product.
Insurance Charges	Insurance Amount, if any	No	Enter the Amount, if you need it. (Other charges for Order) Enter the Insurance amount for the product to be delivered, if any
Insurance SAC CODE	Insurance SAC CODE	No	Enter the SAC Code, if you need it.
Insurance Tax	Tax for the Charges	No	Select the Taxes, if you need it. This gives the total TAX on the freight insurance amount.

Vehicle Details of the items thats received.

Enter Vehicle / Courier Details = Yes

Most of these data are entered for recording purpose. Few important parameters.

Field ID	Field Name	Mandatory?	Field Description and how it helps?
Vehicle / Courier details	Vehicle /courier details	No	Enter Vehicle / Courier details like Transporter Name / Courier name, vehicle number, etc.
Gate pass Id	Gate Pass Voucher ID	No	This is the GATE Pass no that’s created in GATEPASS Module in ACTouch ERP. This helps to connect the GATE PASS Entry to the Invoice / GRN data.
Gate pass Date	Gate Pass Date	No	Date of Gate Pass entry in ERP
Transporter Name	Transporter Name	No	Transporter Name / perPOn Name
Transporter GSTN	Transporter Tax ID	No	TAX NO. It’s a unique ID necessary for businesses.
Vehicle No.	Transporter Vehicle Number	No	Enter Transporter Vehicle Number.
Courier Name	Courier Agency Name	No	Courier Agency Name responsible for delivering the product to the customer or businesses.
Courier Branch	Courier Branch Name	No	Courier Agencies Branch
Courier Date	Date of product dispatch	No	Dispatch Date.
Docket Number	Doc No	No	Docket Number
GC / LR Date / Ship Bill Date	Receipt of the lorry	No	It is the Date of Receipt LR No etc that’s received from the transporter.
GC / LR Number / Ship Bill Number	Lorry receipt number	No	This gives the lorry receipt from the transporting company.
Packing Date	Date of package	No	Date the product was packaged.
Packing Number	Package number	No	Package no for reference.
Number of Packages	Total number of package	No	Total number of packages that’s delivered
Weight of Packages	Total weight of the packages	No	Total weight of the packages.