How can I receive orders in Apicbase?

If you want to receive an order in Apicbase, it is best to also create and send out the order using Apicbase. Learn about creating orders in this article. If you want to receive an external order that was not sent in Apicbase read this article.

It is very important to register every order that you have received prior to a certain stock count before you do this count. E.g., you are planning a stock count on Monday, all the orders you received before this Monday have to be registered in Apicbase before you start that count.

• Click on "Sent Orders" in the "Procurement" module.
• Select the outlet for which you want to receive an order.

• You see the sent orders in the "Sent orders" screen.

• • • If you want to see the order, just click on the name of the supplier or the PO number.
    • You can make an export of this order in the following file types: CSV, Excel, PDF or make a copy/print of the order by clicking 'Actions' button.

• You can now enter the following information:
  • The invoice status
    • Not yet received
    • Received
    • Payable
    • Paid
  • Invoice #
  • Invoice Document

This is only for your information, for example if you are registering an order that was delivered days ago. This will, however, not calculate the stock back in time. Even if this date is set before a count, you still can't register the delivery after this count if it was received before.

• • The delivery details for every stock item:
    • Delivery state: select if all, part or none of this stock item was delivered.
    • Delivered Qt.: You can only fill in this amount if part of the order was selected in the delivery state.
    • Price paid: Enter the price paid in this order. This can differ from the expected price which was calculated using the price for the stock item in Apicbase.
    • Remarks (optional): You can add remarks per stock item. E.g. if the stock item was delivered damaged. Or you can choose from the options in the dropdown: 
      • Acceptance (accepted)
      • Wrongly delivered (accepted)
      • Wrongly ordered (accepted)
      • Delivered too much (accepted)
      • Late delivery (accepted)
      • Pricing issue (accepted)

• • • Update price: If this box is checked the price you paid will be updated for this product in your Apicbase library. This is an easy way to keep your prices in Apicbase up to date. Uncheck this box if you don't want to update the price of the product, for example for one-time offers.

1. • You can add extra stock items that were delivered, but not ordered through Apicbase. Fill in the following information on these items. and click the "" button on the right.

• • • Name of the stock item.
    • Amount received.
    • Price paid.
    • Remarks (optional)
    • Update price
    • Press the "+ Add new item" button.

1. • Subtotal: Sum of the price of the ordered items.
   • Total invoice Discount.
   • Incoming Returnables and Outgoing Returnables: the deposit on containers such as crates, kegs and empty bottles. Incoming is the deposit you are charged and is added to the order total. Outgoing is the deposit you get back and is subtracted. When you add returnable packages to the delivery (see "Returnable packages" below), each amount is filled in from them and locked. Otherwise you type the amounts yourself. Both must be zero or more, so enter a credit as a positive amount under Outgoing Returnables.
     
   • If your supplier sends its delivery notes to Apicbase, the first goods receipt of an order is filled in from the first delivery note. Returnables delivered go into Incoming Returnables, returnables taken back (such as the crates Sligro collects) into Outgoing Returnables. You can change both amounts before you save. Later goods receipts of the same order are not filled in. The delivery note's returnables do not become returnable packages on the delivery: add them in the Returnables section yourself if you want them in stock.
   • Discount, delivery and returnables remarks.

• You can also click "Save Draft" if you want to resume the receiving of this order at a later time without losing the information you have already entered. Your order will then still be in the "Send Orders" tab where you can continue the intake.
• Click on "Save Delivery". Save a partial of delivery but keep it open for next deliveries.  

Returnable packages

When the Returnables module is on for your library, a goods receipt has a Returnables section under the goods lines. There you record crates, kegs and other returnable packages per item, with their deposit. Ask your Customer Success Manager to switch the module on.

1. Select Add Returnable Package and search for the item. Only this supplier's packages marked Is returnable? are offered.
2. Choose In for full packages delivered and charged, or Out for empties the supplier takes back.
3. Set the Quantity. The Deposit Value is the item's price times the quantity. You can overwrite it.
4. Leave Update Price? ticked to save the deposit per package as the item's price, or untick it to keep the current price.
5. Save the delivery as usual.

Shown here: a saved delivery opened with Edit. In that view Update Price? starts unticked on every line, and an Out line shows its quantity as negative.

You can list an item once as In and once as Out. Adding it a third time shows "This returnable package is already listed in that direction.": change the quantity of the existing line instead. If the item has no price, the Deposit Value stays at 0 and the line is saved without a deposit, so type the deposit or give the article a price first.

The same section is on Receive External Order once you have chosen a supplier, and when you edit a saved delivery. Returnable packages cannot be ordered or added as goods lines: they only come in through this section. On the delivered order, the summary lists them per item and direction, with Item #, Price, Direction, Quantity and Deposit Value.

A returnable package moves stock when it is stockable (Is stockable? ticked on the package, as it is by default): In raises the outlet's stock of that item and Out lowers it. In the item's stock history these movements show the type Returnables. For a package that is not stockable, the delivery records the deposit only, and the stock period and Management Figures show 0 for it. Tick Is stockable? on the package so its next deliveries move stock. Count the packages you already hold before your first return, so their stock does not go below zero.

You find the returnables back in these places:

• The stock period has a Returnables card with the value the returnable packages moved in the period, split into In and Out, and a row per order with its Deposit and Value.
• Management Figures shows Returnables In and Returnables Out in Inventory Movement and in the Gross Profit Report.
• The Stock Over Period Excel report has Returnables In and Returnables Out columns, and the procurement reports have a Returnable Lines sheet with one row per line.

• If you clicked "Save Delivery & Close Order", your order can be found under the "Delivered" tab. Here you can still register the invoice status, number a discount on your order, register returnables, etc.