Goods Received Vouchers

Transcription

1 Arch User Guide ver. 25 Classification: Document History Date Version Changed By Details Karl van Niekerk Created Document Michelle Lategan Updated Addendum A Document Version 1.1 Last Update: 2016/03/18 Page 1 of 37

2 Table of Contents Overview Step Goods Received Voucher Process... 4 Receiving a GRV from a Purchase Order... 5 Receiving a GRV without a Purchase Order... 7 Product Status Indicators Screen Layout Changing Pack Size Price Calculator Sundry Totals Accepting a GRV Editing Incorrect Invoice Totals GRV Print Selection GRV Rejected Column Activating New Selling Prices Step GRV process Step 1: Invoiced Quantities Step 2: Received Quantities Step 3: Accepting the GRV Reports Purchase Journal Retail Price Analysis Purchase Analysis Report Discarding of Saved Goods Received Voucher Reprinting an Accepted GRV Addendum A Version 25.5 Update Document Version 1.1 Last Update: 2016/03/18 Page 2 of 37

3 Overview The scope of this document serves to explain how the Goods Receiving processes in Arch functions. Arch has two different ways by which to receive new stock in to the store, namely directly from the supplier or via a previously created purchase order. We can also receive stock into Arch using the new Arch Mobile device, which makes use of the 3 Step Receiving Process. It is imperative that the GRV clerk understands that GRV s MUST be completed on the day of delivery and should never be left over to the following day for completion, because failure to do so can lead to incorrectly marked products being packed on the shelves, and also affects the product ordering schedules. Best practice though would be for the receiving to be done from a pre-existing purchase order, thereby the store owner can control late deliveries, bonus stock, claims, price increases etc. It is possible to force the receiving clerks to only receive from pre-existing purchase orders via system option settings, which would prevent the delay of invoice capturing into Arch. Document Version 1.1 Last Update: 2016/03/18 Page 3 of 37

4 1 Step Goods Received Voucher Process Begin by selecting the Goods Receiving option from the Arch Transactions menu. There are three Goods Receiving options available: Be sure not to select Goods Receiving (Invoiced Quantities) or Goods Receiving (Receiving Quantities). Arch will display the Goods Received Voucher window. Document Version 1.1 Last Update: 2016/03/18 Page 4 of 37

5 Receiving a GRV from a Purchase Order To load a pre-existing Purchase Order, select the OPEN button on the menu bar of the Goods Received Voucher window By selecting the Placed Orders tab, the user can choose which placed purchase order to open. the window can be sorted by Order Number, Supplier Number or Supplier Name The user can also select the Tracking Number and scan the Purchase Order document Click on the required Purchase Order and select the OK button to open the Invoice Details window where the user can enter the Invoice Date, Delivery Date, and Invoice Totals. Click on Accept to open the GRV window. Document Version 1.1 Last Update: 2016/03/18 Page 5 of 37

6 Arch will populate the Goods Received window with the pre-existing purchase order. The user can change the visible columns in the Goods Received Voucher (GRV) window by selecting the Screen Layout button. This allows the customization of the screen layout per supplier in order to make the capturing of invoices simpler. Note: Make sure that the Received & Invoiced columns have been selected. Document Version 1.1 Last Update: 2016/03/18 Page 6 of 37

7 Important Points to remember: You can also type the supplier stock code in the Supplier Product Code column. Go to the product details grid and start entering the quantities received. If any Bonus Stock was received with the delivery, the total quantity of stock received, consisting of invoiced and bonus stock, must be entered in the Bonus Qty Rec column. The Invoiced Qty is the quantities that have been invoiced. If there is a difference between the received quantity and the invoiced quantity column, then a claim will automatically be generated once the GRV has been accepted. It is important to enter the quantities received as stated by the pack sizes on the GRV screen i.e. DO NOT RECEIVE SINGLE UNITS AS PACKS If items are returned due to damage, then enter the quantities in the Rejected Qty column. A claim will be automatically generated once the GRV has been accepted The cost price of the items can also be changed on delivery and if there is a difference between ordered cost and delivered cost, a claim will be generated once the GRV has been accepted. Receiving a GRV without a Purchase Order To receive a GRV without a pre-existing purchase order, the user simply selects the third Goods Receiving option on the Transactions menu on the Arch Dashboard. To add the supplier for the GRV, either press enter in the Supplier Number field or click on the Find button on the menu bar to open the Supplier List window, or just type the creditor number in the Supplier Number field and press enter. Document Version 1.1 Last Update: 2016/03/18 Page 7 of 37

8 Once the supplier has been selected, Arch will display the Invoice Details window where the user has to enter the Invoice Number and the Invoice and Delivery Dates as well as the Invoice Totals. After the supplier and invoice details have been entered, proceed to add the products to the GRV as found in the supplier invoice. Various ways exist by which users can add products to the GRV window: 1. In the Product Code field, simply type in the barcode of the item or scan it, or press enter to open the Product Lookup list which enables the user to manually search for the product by using the wildcard search function ( * button or shift button ). 2. The user can also enter the supplier stock code as found on the invoice in the Supplier Product Code field. Document Version 1.1 Last Update: 2016/03/18 Page 8 of 37

9 3. To load products which have been linked to the supplier, select the Tools drop down menu and select one of the available methods: a. Load all Products for this Supplier: All items linked to the supplier will be loaded in to the Purchase Order. b. Load All Products for this supplier by Department: Select the department s products that you wish to load and all items linked to the supplier in the select department will be loaded. c. Load Suggested Order for Supplier: The system will load all items linked to the supplier but a suggested Qty in purple will be displayed next to the products. This Qty is only a suggestion and can be overridden by the user. d. Load All Components for this Supplier: Loads all component products which have been linked to this supplier. e. Load Products from File: loads all products populated on an external.csv file. f. Load Products from PDT: Products can be scanned and order quantities can be captured on the PDT. These products and quantities can then be loaded onto the purchase order. g. Load Products by Brand Name: Products from a specified Brand Name can be loaded. Once the products have been added to the GRV module, be sure to add both the Received Qty and Invoiced Qty columns on the GRV window, and enter the invoiced price for each product in the Invoice Price (Excl) field. The Line Total (Excl) column can be used to compare the total invoice line with the GRV. This helps the receiving clerk to ensure that no mistakes are made when capturing large invoices Document Version 1.1 Last Update: 2016/03/18 Page 9 of 37

10 Once all the products on the supplier invoice have been added to the GRV, check to make sure that the user entered totals and the system generated totals match before clicking Accept to finalize the GRV. Remember that the selling prices for the invoiced products can be accessed by clicking on the Price Calculator button or F8 on the keyboard. Changing the prices in the Price Calculator will ensure that they get sent to the Price Changes Pending batch, ready to have their shelf label stickers printed. Product Status Indicators Red Indicator The colour indicators to the left of the Product Code notify the receiving clerk of any changes to the product status. The red indicator notifies the user that the cost price for the product has changed since the previous GRV was accepted in the system. The direction of the arrow in the colour indicator shows if the price has gone up or has come down. By selecting the red indicator Arch will display the Price Calculator for the product. In the Price Calculator the Landed Cost (Current) is displayed together with the Exp. Land Cost (Excl), as determined by the GRV. The Cost Deviation, which should be activated in the Screen Layout window of the main GRV, shows the percentage deviation between the old and new Landed Cost price for the product. This deviation should help the store owner decide whether the Selling Price for the product in question should be updated. Document Version 1.1 Last Update: 2016/03/18 Page 10 of 37

11 Yellow Indicator The yellow indicator shows the user that a previous delivery was received but has not been processed in the system yet. Clicking in the yellow indicator will open the Product Order Information window, allowing the user to view the supplier name and number as well as the dates of delivery and order and expected delivery, and also the quantity of stock on order and the last and new order price. If the order has not been received yet, it can be discarded by clicking on the supplier name and selecting the Discard Order button. Orange Indicator The Orange Indicator notifies the user that a Sales Order exists in the system which contains this particular product, which means that the stock will have to be made available for the shelf packers as a matter of urgency. By clicking on the Orange Indicator the user can see when the promotion will begin and when it will end again and if the sales promotion is still active or pending. Document Version 1.1 Last Update: 2016/03/18 Page 11 of 37

12 Blue Indicator The Blue Indicator shows the user that a Buy in Promotion (Supplier Deal) exists for the product. Selecting the blue indicator will enable the user to view the BIP deal. Important Points to remember: You can also type the supplier stock code in the Supplier Product Code column. Go to the product details grid and start entering the quantities received. If any Bonus Stock was received with the delivery, the total quantity of stock received, consisting of invoiced and bonus stock, must be entered in the Bonus Qty Rec column. The Invoiced Qty is the quantities that have been invoiced. If there is a difference between the received quantity and the invoiced quantity column, then a claim will automatically be generated once the GRV has been accepted. It is important to enter the quantities received as stated by the pack sizes on the GRV screen i.e. DO NOT RECEIVE SINGLE UNITS AS PACKS If items are returned due to damage, then enter the quantities in the Rejected Qty column. A claim will be automatically generated once the GRV has been accepted The cost price of the items can also be changed on delivery and if there is a difference between ordered cost and delivered cost, a claim will be generated once the GRV has been accepted. Document Version 1.1 Last Update: 2016/03/18 Page 12 of 37

13 Screen Layout The Screen Layout button allows the user to select different columns for viewing in the GRV module. These columns are set per supplier, meaning that a different GRV template can be set for each different supplier, making it easier to capture the supplier invoices since the screen layout will match the document layout for each supplier. The fields are as follows: Field Supplier Product Code Department Ordered Quantity Received Quantity Invoiced Quantity Rejected Quantity Bonus Quantity Minimum Order Quantity Suggested Order Qty Pack Size Import Duty % Tax % Tax Value Location Description The supplier s stock code as found on the invoice The department to which the product is linked in Arch The quantity ordered on the purchase order document The quantity received on delivery The quantity invoiced The quantity of stock rejected on delivery, i.e. damaged goods The quantity of stock received that exceeds the invoiced quantity The minimum quantity of stock that can be ordered for this product according to the Supplier Merchandise Manager The Suggested Order Quantity as determined by Arch The pack size of the product which is being received The Import Duty % is a new tax value which has been added to Arch The Tax % shows the tax rate as percentage, i.e. 14% for SA VAT The Tax Value of the product based on the purchase cost To which stock location in Arch does the product belong Document Version 1.1 Last Update: 2016/03/18 Page 13 of 37

14 Uniform Components Cost Deviation % Contract Number Settlement % Stock Dumped Selling Deviation % KVI Keyline Sequence Number List Price (Excl) Deposit Value (Excl) Nett Cost (Excl) Line Total (Excl) Transport (Excl) Insurance (Excl) Swell (Excl) Sundries (Credit) (Excl) Sundries (Debit) (Excl) Import Duty (Excl) Landed Cost (Excl) Landed Cost Total (Excl) Settlement (Pack) (Excl) Settlement (Total) (Excl) Overcharge Claim (Excl) Short Delivered Claim (Excl) Goods Rejected Claim (Excl) Bonus Value (Excl) Clearing Cost Value (Excl) List Price (Incl) Nett Cost (Incl) Line Total (Incl) Landed Cost (Incl) Landed Cost Total (Incl) Trade Discount 1 Discount 2 Discount 3 Auto Fit Set Defaults Close To which Uniform Component does this product produce the stock The % deviation from the previous purchase cost for the product The in house created contract number for any Buy in Promotion The % discount given to the store by the supplier for early payment Allows the user to enter the quantity of dumped stock, i.e. extra stock delivered by the supplier which was not ordered The deviation in percentage from the previous selling price Indicates that the product is a KVI item Indicates that the product is a Keyline item Permits the user to add a sequence number for each line item The List Price refers the Invoice Cost The total value of deposit items linked to the product The Nett Cost is the cost after discounts have been subtracted The total of the Nett Cost x Invoiced Quantity The value of Transport charged for delivery shown proportionally The value of added insurance charged proportionally The value of swell allowance given for the product as set in the creditor maintenance window The total value of sundry credits The total value of sundry debits The value of import duty tax charged on the product The accepted Landed Cost per unit of the product excluding VAT The total Landed Cost for all the stock received per product The value of settlement discount received per product proportionally The total value of settlement discount received The value to be claimed for overcharged cost prices The value to be claimed for short delivered goods The value of stock rejected at delivery due to damages etc. The value of bonus stock received A new clearing tax which can be added to each product for foreign imported goods The Invoice Price including VAT The Nett Cost after discounts etc. incl VAT The total value of stock ordered incl VAT The accepted Landed Cost of the product per unit incl VAT The Total accepted Landed Cost of all the stock incl VAT per product The percentage of Trade Discount offered by the Supplier The percentage of discount offered The percentage of additional discount offered The amount of discount offered Makes sure all the columns selected are visible Once all the column selections have been made press Set Defaults to save the template for the supplier Click to exit the Screen Layout window Document Version 1.1 Last Update: 2016/03/18 Page 14 of 37

15 Changing Pack Size To change the pack size of a product, click on the product s description. A grey block (ellipse) will appear next to the description. Click on the ellipse. A list of the pack sizes linked to the product will be displayed. Select the required pack size. Select the required pack size by clicking on the correct item. Arch will automatically alter the product settings in the GRV, including the quantities and invoice price. It is important to note whether the correct pack size is entered on the GRV, as this can have a detrimental effect on the final invoice price and stock levels if captured incorrectly. Document Version 1.1 Last Update: 2016/03/18 Page 15 of 37

16 If the Allow Dynamic Pack Size setting is set on the product and the pack size field is selected, a blank line will appear at the bottom of the Existing Packs screen. A once off pack size can be entered here, and the system will then take the total cost and divide it by the quantity received to calculate the Landed Cost of the Base Item. Arch will not create a new pack size on the product. The stock received will be added to the Base Item. Document Version 1.1 Last Update: 2016/03/18 Page 16 of 37

17 Price Calculator The Price Calculator can be used to set the correct selling prices for items received in the GRV module. Best practice is to change the prices while the receiving process occurs. Activation of these prices can be done by the store manager or owner after verification via the Retail Price Analysis report found on the Arch Dashboard. Select the Price Calculator button or press F8 on the keyboard to open the Price Calculator window. The Price Calculator allows you to change the selling prices of the received item and once the GRV has been accepted, the changed selling prices will be sent to a Prices Pending file where they will wait until the Shelf Talkers are printed and only then will the prices be activated in Arch. Ensure that the selling prices for the products are updated on all the relevant Price Levels, by selecting the appropriate Price Tab (Price 1 Price 5) on the right of the Price Calculator window. Document Version 1.1 Last Update: 2016/03/18 Page 17 of 37

18 Within the Price Calculator you can change the Gross Profit %, Markup% or the New Selling Price (Incl) directly. If you change the GP% or Markup%, the selling price will get adjusted accordingly. If you click on the Similar Products Button, all products with the same description, price and size will be displayed and you will have the option to change the selling price of those products with your new selling price Once you are happy with the changed selling price, press Accept to save. You will then be taken back to the GRV screen and you will notice that the Product Code of the item you have changed will have turned Red. This is to indicate that the selling price has changed. The Cost Deviation column shows any variance to the last Landed Cost (Excl) as captured previously. This field should be closely monitored during the GRV process in order to ensure that prices are correctly set for products where big price increases or decreases have occurred. The red indicator block with the arrow also notifies the user of any price changes, with the arrow serving to show if the price increased (arrow pointing up) or decreased (arrow pointing down). Sundry Totals The Sundry Totals field can be shown or hidden depending on user preferences. The user is able to add sundry debits, sundry credits, transport fees, swell allowances, settlement discounts and levies to the GRV invoice. Document Version 1.1 Last Update: 2016/03/18 Page 18 of 37

19 Accepting a GRV After all the products have been captured in the system, compare the two Subtotal Columns at the bottom of the window. The column on the left is the user entered totals when the GRV was created, the column to the right is the system generated columns, calculated according to the landed costs and quantities entered in the GRV. The totals must balance in order to finalize the GRV. If a variance exists, check to see if the quantities and landed cost prices of all captured items are correct and balance to the invoice. If the totals are still out, then the cause can be rounding. This can be rectified by using the Sundry Debit or Sundry Credit fields. A GRV Balance Tolerance can also be set in the Options > PO & GRV window, enabling the user to finalize a GRV if the variance falls within the tolerance limit. A GRV can be saved at any stage of the process by clicking on the Save button. It can be reopened at a later stage by selecting the Open button and selecting the Saved GRV s tab. Please note that Arch does NOT auto save GRV s like it does with Purchase Orders. Best practice for large GRV invoices is to save them often during the capturing process. Once all totals have been balanced, click on the Accept button to finalize the invoice. The GRV will be accepted and a GRV Invoice will be printed. The claims screen will display any pending claims and also allow the user to print them. Any changed selling prices will be sent to the Price Changes Pending batch on the Arch Dashboard for printing of Shelf Talker Labels and Price Activation. Document Version 1.1 Last Update: 2016/03/18 Page 19 of 37

20 Editing Incorrect Invoice Totals If the user made a mistake entering the Invoice Details, it can be easily rectified by opening the Edit Invoice Details option in the Tools menu drop down. The user will be able to change any of the following fields: Invoice Date Delivery Date Invoice Total Ex VAT Invoice Total VAT Invoice Total Incl VAT Re-enter the relevant information and click on Accept to save the changes to the GRV invoice. Remember that the Invoice Details fields must match the system generated totals of the GRV or else Arch will not permit the user to finalize the GRV. Document Version 1.1 Last Update: 2016/03/18 Page 20 of 37

21 GRV Print Selection Once the GRV is accepted, Arch will display the Goods Received Voucher Print Selection window. The system will automatically take the setting that was set in Options > Printer Options > Back Office Printing into account. Alternatively the user can change the printer location, document type or number of copies and select the Remember my Settings option at the bottom of the screen. This will become the new default setting for the workstation and will override the settings set under Options > Printer Options > Back Office Printing. Notes: When a note is added here it will print out on the Goods Received Voucher. It is a once off note and is not saved. Print What: This allows the user to select the documents and reports that they want printed. The ticks are saved automatically and will print the same reports for every GRV until changed again. Document Version 1.1 Last Update: 2016/03/18 Page 21 of 37

22 GRV Rejected Column While capturing information to a GRV, if any value other than 0 is populated in the Rejected Qty column of any products within the GRV, then the Rejected Qty column is automatically enabled in the GRV screen layout (column immediately visible). This would also apply when a saved GRV is opened. This will enable users to see if they enter figures incorrectly and thus causing stock to be rejected while capturing a GRV. If the Creditor has Allow Stock Dumping set to No, then the Rejected Qty column is automatically enabled in the GRV. Activating New Selling Prices Once the GRV s have been processed, all prices that have been changed with the Price Calculator are sent to a Price Changes Pending batch file where they wait until they are activated. Before any prices can be activated, Shelf Talkers for the items need to be printed and placed on the relevant shelves. Document Version 1.1 Last Update: 2016/03/18 Page 22 of 37

23 In the Price Changes Pending batch file select the product for which a label is required by right clicking on it to open the option menu. The Preview button on the menu bar at the top of the window allows the user to print a Product Price Change sheet, which helps the store managers to control the shelf pricing procedure. The shelf packer who is responsible for the shelf talkers must sign off that the assigned job is complete. This helps with accountability in ensuring correct pricing is on the shelves. Select the Price Activator to open the Label Printing window. Set the number of labels required, tick the Apply to whole price change batch checkbox and click on Print Label. Once all the labels are printed, then the Activate Price button can be clicked to change the prices of the items in Arch to the new prices. Document Version 1.1 Last Update: 2016/03/18 Page 23 of 37

24 3 Step GRV process Arch also permits the receiving of goods to be split up in to three distinct procedures which are performed independently from each other. This way of receiving stock ensures transparency and accountability throughout the stock receiving process. The steps are defined as follows: Step Step 1 Step 2 Step 3 Description Capturing the Invoiced Quantities from the Supplier Invoice Capturing the Received Quantities via PDT, Arch Mobile, Manual Finalizing the GRV and dealing with any claims Steps 1 & 2 are normally performed simultaneously, and only when they are both complete can step 3 be concluded. For the 3 Step GRV process to be utilized, the ordering process must include the creation of Purchase Orders in Arch. Arch will not be able to receive stock via the 3 Step process if no Purchase Order is in existence. Step 1: Invoiced Quantities Begin by selecting the Goods Received Voucher (Invoiced Quantities) option from the Transactions drop down menu. Document Version 1.1 Last Update: 2016/03/18 Page 24 of 37

25 Once the Goods Received Voucher (Quantities Invoiced) window is displayed, select the Open button to open the Goods Receive Vouchers listing window. Select the Placed Orders tab and choose the relevant purchase order, or if the purchase order is printed and available, click in the Tracking Number field and scan the purchase order barcode with a hand held scanner to open the document. After the correct purchase order has been selected, fill in all the fields on the Invoice Details window and click Accept to continue to the Goods Received Voucher screen. Once the Goods Received Voucher window is displayed, the receiving clerk can continue entering the invoiced quantities as captured on the supplier invoice into the Invoiced Qty field. Document Version 1.1 Last Update: 2016/03/18 Page 25 of 37

26 As soon as all the Invoiced Qty fields have been completed, the receiving clerk must click on Save to make the document available for the next step of the process. Arch will prompt the receiving clerk if they want to print a Supplier Invoiced Received Receipt. Document Version 1.1 Last Update: 2016/03/18 Page 26 of 37

27 The Supplier Invoiced Received Receipt report shows for which supplier the goods were received together the value of the invoice as well the tax charged. There is also space on the Supplier Invoiced Received Receipt for the receiving clerk and truck driver to sign as well as for additional notes to be made. Document Version 1.1 Last Update: 2016/03/18 Page 27 of 37

28 Step 2: Received Quantities While the receiving clerk is capturing the invoiced quantities in the reception office, the person responsible for receiving the stock can be using a PDT hand held device or Arch Mobile to physically check the counted stock in to arch. Note: Arch mobile functionality is covered in a separate document. For instructions on how to go about using Arch Mobile, please refer to the relevant manual. After the stock quantities have been received by the PDT, they can be downloaded in to Arch via the IR cradle. After the download is complete, select Transactions > Goods Receiving (Received Quantities) Click on Open and select the Saved GRV s tab to open the GRV which was saved earlier. Document Version 1.1 Last Update: 2016/03/18 Page 28 of 37

29 Once the Goods Received Voucher window has opened, select the Tools drop down menu and choose the Load Products from PDT option. Arch will prompt the user to ensure that the data gets uploaded from the PDT device. Next the system will display a message asking if you would like to load quantities as per preferred order pack. If YES is selected it will load the qty s as per preferred order pack set. If NO is selected it will loaded the pack size scanned. Document Version 1.1 Last Update: 2016/03/18 Page 29 of 37

30 The products and quantities scanned will be loaded on to the Goods Received Voucher (Quantities Received) screen. Once the user clicks Save, Arch will notify them if a quantity mismatch has occurred. This means that the person who received the stock will have to re-count the required lines. Remember that ONLY the items which have been mismatched must be re-counted! Once all the items have been re-counted, re-load them onto the Goods Received Voucher screen following the same steps above. Once all the quantities match according to the invoiced and received quantities, select Save to exit. Document Version 1.1 Last Update: 2016/03/18 Page 30 of 37

31 Step 3: Accepting the GRV Once the Invoiced and Received quantities have been completed and saved, the receiving clerk can access the final step to finalize the invoice. Select Transactions > Goods Received from the Arch drop down menu. Arch will open the Goods Received Voucher window. Click on the Open button to view the GRV Listing window. Click on the Saved GRV s tab and select the relevant invoice and click OK to open it. Document Version 1.1 Last Update: 2016/03/18 Page 31 of 37

32 After the saved GRV has been selected, Arch will populate the Goods Received Voucher window the products and quantities as entered by the first two steps of the 3 Step Process. Make sure that the following fields are correct according to the Supplier Invoice: Compare the Ordered Qty, Received Qty and Invoiced Qty to check for short delivered stock. If there are differences between these fields, Arch will generate a short delivery claim if the Invoiced Quantities exceed the Received Quantities. If the Received Quantities exceed the Invoiced Quantities, Arch will add the extra delivered stock in the Bonus Qty Rec column. Also ensure that the Invoice Price (Excl) matches the Buy in Promotions or In Store Deals as captured in Arch. Any differences will be treated as over-charged claims if the value exceeds the system generated deal prices. For more comprehensive instructions regarding claims, please refer to the Claims User Guide of the Arch Manual. The Price Calculator can be used to change the selling prices of products which show a Cost Deviation. Once the invoice is finalized Arch will send any changed prices to the Price Changes Pending batch for the Shelf Talker labels to be printed prior to price activation. Finally make sure that the user entered invoice totals and the system generated totals match. If everything is on order, press the Accept button on the menu bar to finalize the GRV. Document Version 1.1 Last Update: 2016/03/18 Page 32 of 37

33 Reports The following reports can be viewed in Arch with regards to Goods Received Invoices. Arch will display the report for the day on when it was generated. By using the date and time pickers at the top of the report window, the user can select different date and time ranges. Purchase Journal Arch Tree > Journals > Purchase Journal > Transaction Type This report is used to view all invoices that have been processed. In the purchase journal, you can also filter the report by selecting a specific supplier and transaction type namely Goods Received Voucher (GRV) or Goods Returned Note (GRN). Document Version 1.1 Last Update: 2016/03/18 Page 33 of 37

34 Retail Price Analysis Arch Tree > Reports > Retail Price Analysis This report can be printed directly after each GRV is accepted, in which case it will only include the products on that GRV, or it can be viewed later either by using the shortcut on the dashboard, or accessed via the Arch Tree. The latter two methods will include all the products received for the period of the report. This report is useful for verifying the prices captured during the GRV, as it prints the previous and new cost and selling prices for each product. Purchase Analysis Report Arch Tree > Reports > Purchase Analysis These reports will display the total purchases according to value and quantity for a specified period. The reports can be viewed by Product, Major Department, Department, Supplier and Claims etc. Document Version 1.1 Last Update: 2016/03/18 Page 34 of 37

35 Discarding of Saved Goods Received Voucher Arch Tree > Stock Transactions > Goods Received Voucher Pending > Supplier Select the saved goods received voucher that you would like to delete. Right click on the line to display the option menu, and select Discard GRV. Arch will prompt the user if they are sure to discard the GRV. Click on YES to discard the GRV. Discarded GRV s can be viewed in the Discarded Transactions Log: Arch Tree > Reports > Logs > Discarded Transactions > Goods Received Voucher (Discarded) Document Version 1.1 Last Update: 2016/03/18 Page 35 of 37

36 Reprinting an Accepted GRV Arch Tree > Journal > Purchase Journal > Transaction Type > GRV > Supplier > Date & Time Right click on the GRV which requires re-printing and select Preview GRV > A4 Laser (Landscape) Document Version 1.1 Last Update: 2016/03/18 Page 36 of 37

37 Addendum A Version 25.5 Update Overview Where to find it More information A shortcut to Goods Receiving is now available on the Main Menu Toolbar. It is only available to users who have permission for the functionality. On the main menu toolbar above the Arch Dashboard. Replace the following buttons on the Main Menu Toolbar: Quotations -> Goods Receiving If the user selects the Goods Receiving shortcut from the Main Menu Toolbar, the GRV screen will open and the user will be able to create a GRV as per normal. Document Version 1.1 Last Update: 2016/03/18 Page 37 of 37