Goods receipt note, goods issue note and stock transfer note

The documents goods receipt note, goods issue note and stock transfer note record movements of objects/goods - in the warehouse, at locations and with persons:

• Goods receipt note - the company receives goods from outside, for example a courier has brought ordered goods. You receive the goods at a location or to a person.
• Goods issue note - the company issues goods to the outside, for example to a customer. You issue the goods from a location or from a person.
• Stock transfer note - goods are moved within the company between locations or persons.

These are internal documents - they have no customer or supplier, and the person on them is optional. You can generate the document as a PDF with the function “Download generated document”.

• in the Documents module with the function “Add goods receipt note”, “Add goods issue note” or “Add stock transfer note”
• in the list of products with the function “Issue product” or “Transfer product” - in the form you select “New goods issue note” (or “New stock transfer note”), “Last goods issue note” (if you have already created one) or “Do not create a document”
• in the Movements of objects/goods module you select movements and with the function “Add to goods receipt note”, “Add to goods issue note” or “Add to stock transfer note” you add them to a new or existing goods receipt note, goods issue note or stock transfer note. A goods receipt note takes only receipts from outside, a goods issue note only issues outside the company, and a stock transfer note only pairs of issue and receipt. You cannot add movements with different locations or persons at once. Movements that do not meet the conditions are skipped by ReFIS.
• using an invoice, order, delivery note or sales receipt as a template - its lines are carried over as movements. You can also create a goods issue note from a goods receipt note - the lines are carried over together with the location or person where the goods were received. The product is carried over if the source line had one; otherwise you add it yourself. A discount on the whole document is not carried over.

• “Received from” (goods receipt note) or “Issued for (taken over by)” (goods issue note) - a person from the address book; not mandatory
• “Goods receipt note number”, “Goods issue note number” or “Stock transfer note number” - if the company has a numbering mask set up, ReFIS assigns the number itself
• “Goods receipt note description”, “Goods issue note description” or “Stock transfer note description” - mandatory
• “Date of issue” - mandatory
• “Goods receipt date”, “Goods issue date” or “Transfer date”
• “Delivery note/invoice” - related documents
• from where and to where - “Issue” from a location or from a person, “Receipt” to a location or to a person
• “Movements from a document” - the individual movements of goods

A new document has the first location in the list and the logged-in user as the person preset - these need not correspond to reality.

Each movement must have a product, “Item description”, “Quantity” (must not be 0) and “Unit” selected. On a goods receipt note and a goods issue note the price is in the lines “Excluding VAT” and “Price including VAT”; ReFIS only warns about a zero price. A movement on a stock transfer note has no price. If there is no movement on the document, ReFIS points it out.

A goods receipt note and a goods issue note also create delivered amounts - therefore the company must have at least one folder of delivered amounts, otherwise ReFIS does not display the form. A stock transfer note does not create amounts.

ReFIS links the related invoice with the goods receipt note as a related document. The amounts of the goods receipt note and the invoice are not matched in the process.

• Goods receipt note: each line creates one object/goods item with the entered quantity, not one for each piece. Its purchase price is the price of the line excluding VAT. If you need to track pieces separately, enter each piece on its own line.
• Goods issue note: ReFIS selects the objects to be issued - it takes those with the same product, unit and location or person, in the order given by the “Default strategy” setting in the warehouse settings (FIFO, LIFO, FEFO, HIFO or LOFO).
• Stock transfer note: goods are selected in the same way as for a goods issue note and moved to the selected location or person.

The movement is recorded in the warehouse with the date and time the document was saved, not with the date entered in the field “Goods receipt date”, “Goods issue date” or “Transfer date”. That is only information on the document.

The form does not check whether there is enough goods in the warehouse. If there is not enough when saving, ReFIS does not process the line, displays an error, for example “The maximum quantity that can be issued ("5 pcs") has been exceeded.”, and saves the document without this line.

You cannot edit a locked document. You can change the location or person only for a receipt that is the only movement of the object. You can change the quantity only for a receipt or issue that is the last one for the object. A receipt after which the product has already been issued cannot be changed in quantity or price, and you cannot delete it. You delete a movement with the icon “Delete movement” in the row, only if it is the last one for the object. Movements on a stock transfer note and an issue from several objects at once cannot be changed in quantity or deleted. With the icon “Remove the movement from this document (the movement is kept)” you only detach the movement from the document.

Deleting the whole document does not return the warehouse to its original state. ReFIS only removes the link between the document and the movements - the goods stay where the document moved them, and the movements remain in the Movements of objects/goods module without a document. Amounts that were only on this document are deleted. If you want to reverse the movements, first delete them with the icon “Delete movement” while editing the document (this is not possible for a stock transfer note).

• in the document detail in the section “Object/goods movements”
• in the Movements of objects/goods module (Warehouses menu) - the filter “Is on a document” separates movements with a document from movements without one
• in the product detail
• in the object/goods detail

You create a document with the operation “Add goods receipt note”, “Add goods issue note” or “Add stock transfer note”, if the company has the given document type enabled. Editing is allowed by the operation “Edit document” or “Edit an unapproved document”, and deleting by the operation “Delete document”. The document goes through the approval process like other documents. You view movements on their own with the operation “View the movements of objects/goods module”.

• Warehouse
• Products
• Documents
• Locations