Receive Without Creating a Purchase Order in the System

Posted2025-02-05

Updated2025-03-06

Byadmin

Step 1: Access the Receive Special Menu

Expand the Receive Special menu on the left-hand side and click on Receive Invoice to open the Receive Invoice section.

Step 2: Open the Add New Form

Click on the Add New (+) button located at the top-right corner of the Receive Special screen. This will open the Receive Special Information form.

Step 3: Fill in the Information Tab

Complete the fields in the Information tab as follows:

Receive Date: Enter the date the items were received (e.g., 31/10/2024).
Supplier: Select the supplier from the dropdown menu.
Ref Doc No.: Enter the reference document number (if applicable).
Location: Select the storage location.
Customer: Choose the customer from the dropdown menu.
P/O No.: Enter the purchase order number (if applicable).
Remark: Add any remarks or additional details (optional).
Use New Lot No Only: Check this box if you want to create new lot numbers exclusively.

Step 4: Add Items in the Details Tab

Switch to the Details tab and click the + button to add item details. Complete the fields as follows (The fields that are readonly or not depend on the type of item.):

Item Information:

Item: Select the item from the dropdown menu.
Unit: Specify the unit of measurement (e.g., KGS).
Price: Enter the unit price of the item.
Receive Qty: Specify the quantity received.
Stock Qty: It will be converted from Receive Qty to Stock Qty..
Lot No.: Enter the lot number for the item.
Supplier Lot No.: Specify the supplier’s lot number (if applicable).
Production Date: Enter the production date of the item.
Expire Date: Specify the expiry date of the item (if applicable).
Item Condition: Select the condition of the item (e.g., Domestic).
Item Type: Choose the type of item (e.g., RM: Raw Material).
Item Category: Select the appropriate category for the item.
Controls:
- Stock Control: Check this box to enable stock control.
- Lot Control: Check this box to enable lot tracking.
- Shelf Life Control: Enable shelf life tracking by checking this box (if applicable).
- Need QC: Check this box if quality control is required.

Click OK to save the item details. Repeat this process to add multiple items.

Step 5: Save the Receive Special Record

Once all required fields and item details are completed, click the Save button in the top-right corner of the screen to save the record. The status will change from Draft to Active once saved.

Step 6: Verify the Receive Special Record

Confirm that the record is correctly saved by searching for the reference document number, supplier name, P/O number, etc. in the Receive Special list.

Category	Description
Company	Used to set up customer company information, including company name, address, tax ID, and other relevant business details.
Division	Used to define different divisions within the company, such as Sales, Production, and Finance, to structure the organization and manage access control.
Position	Used to manage employee job positions within the organization, such as Manager, Supervisor, and Staff, which may affect document approval workflows.
Cost Center	Used to define cost centers to allocate expenses by department, project, or function, ensuring accurate budgeting and cost analysis.
Responsible	Used to assign responsible personnel for specific processes or modules, such as accounting, purchasing, or production. It may be linked to approval workflows.
Working Calendar	Used to set up the company’s working schedule, including working days, working hours, shifts, and holidays.
Non-Working	Used to specify non-working days, such as public holidays, company holidays, or special leave days, ensuring accurate workday calculations.
Currency	Used to set up currencies used in the system, such as THB (Baht), USD (US Dollar), and EUR (Euro), along with related exchange rates.
Exchange Rate	Used to import or update exchange rates from sources like the Bank of Thailand (BOT) through Excel file import or API integration.
TAX	Used to configure tax-related settings, such as withholding tax rates, tax rules, and compliance with business tax regulations.
VAT	Used to define VAT (Value Added Tax) calculations, including VAT rates (e.g., 7%), VAT exemptions, and tax breakdowns.
BOI	Used to set up tax and investment privileges from the Board of Investment (BOI), including corporate tax exemptions and import duty reductions.
Additional Charge	Used to define additional charges such as shipping fees, insurance costs, bank fees, or any extra costs associated with orders.
Item Condition	Used to classify item conditions, such as new, used, defective, or repackaged items, which may affect pricing or quality control.
Item Type	Used to categorize items into groups such as raw materials, finished goods, semi-finished goods, or service items.
Location Type	Used to define types of storage locations, such as the main warehouse, secondary warehouse, receiving area, or distribution center.
Order Type	Used to define different types of orders, such as Job Order (work orders), Purchase Order (orders from suppliers), Remark (orders with special conditions or notes), and Delivery Order (orders for product delivery). Not Sure!!
Running No.	Used to configure automatic document numbering, such as invoice numbers, purchase order numbers, and tax invoice numbers, based on predefined formats.
Running Lot No.	Used to generate lot numbers for products, enabling efficient tracking of items through production and inventory management.
Approve Route	Used to configure document approval workflows, such as purchase order approvals, quotation approvals, and other approval processes.
Mail	Used to configure email notifications for system alert users, such as order confirmations, approval status updates, or inventory alerts.
Screen Label	Used to define labels for system screens, such as renaming buttons, field names, or customizing language settings.
Class List	Used to classify data types such as product categories, customer types, supplier categories, or cost groups for better data organization.
System Config	Used to configure system settings such as date formats, currency units, security policies, and general system behavior. Not Sure!!
Password Policy	Used to manage password policies, including minimum length, complexity requirements and security compliance.
User Group	Used to define user roles, such as Admin, General User, Accounting, or Sales, with different access rights to system modules. It also allows managing permissions for viewing, adding, editing, deleting, printing, and performing special actions on specific screens within the system.
User	Used to manage user accounts, including creating new users, assigning roles, resetting passwords, and disabling inactive accounts.

Receive Special