The Goods Receipts/Issues agenda contains all stock movements created within your company. Standard warehouse movements can be recorded here, but it also serves for recording transfers, movements related to production, and more.
Items entered into goods receipts/issues are always price list items. Adding them to the goods receipt/issue lines affects the stock card balance upon saving.
The price for a goods receipt must always be specified; Flexi will only suggest the last one used. The price for a goods issue, on the other hand, is automatically determined according to the inventory valuation method.
Stock movements are closely related to warehouse document types. Take a look at the configuration options available for them.
Documentation for the desktop application is also available, where the meaning of all fields used in goods receipts and issues is explained.
Goods Receipts/Issues can be easily found using the search bar;
or from the all-agendas overview.
Goods Receipts/Issues can easily be added to your quick access.
How can a goods receipt or issue be created?
By manually creating one from within the "Goods Receipts/Issues" agenda.
By generating one from another document — a sales invoice or a purchase invoice; a received order or an issued order.
By import — this can be an import from Excel, or via the API.
When generating inventory discrepancies.
Through a production process or the creation of a stock transfer.
The creation methods listed above will now be described in more detail.
Manually creating a goods receipt/issue
When you open the Goods Receipts/Issues agenda, you can create a new record — just as you can in almost every other agenda.
Clicking the "New" button opens the edit view for a new record. A number of fields can be filled in here; we will describe the most important ones. The form fields displayed can also be customised freely via the form settings.
Document type
The document type — or template for individual documents being issued — is used to carry over data that recurs across the same types of documents. Full details about document types can be found in our documentation — for document types in general or specifically for warehouse documents.
Movement type
Specifies whether the document is a receipt (goods in) or an issue (goods out).
Movement type + specification
Further specifies what type of movement this is. It can be a goods receipt intended for invoicing, or conversely a goods issue serving as an inventory discrepancy adjustment.
Warehouse
The warehouse to which goods should be received (in the case of a goods receipt), or from which goods should be issued (in the case of a goods issue).
Issue date
The date on which the stock movement should be recorded. It is worth noting that the warehouse balance is always affected on the actual date the receipt is created, not necessarily the issue date (if you create the document with a backdated date).
Company
If this is not an internal warehouse document, you must specify the customer (in the case of a goods issue) or the supplier (in the case of a goods receipt). If the document is generated from another document, the company is populated automatically.
Posting rule, Stock account/Contra account, Cost centre, Job, Activity
The accounting assignment for the given warehouse document. This can be defined at the level of the document type and the warehouse. However, it can always be supplemented individually at the level of a specific document.
Goods receipt/issue line items
Entering line items into a goods receipt or issue can be considered the most important part of the process of creating a warehouse document. Without filling in the individual line items, nothing will be received into — or issued from — the relevant warehouse.
The option to add line items to a document is always found in the lower section of the warehouse document edit form.
The simplest way to identify an item when creating one manually is to enter its code. However, identification can also be done using other identifiers — such as an EAN code or PLU code.
Once all line items have been filled in, you can save the document. Upon saving, the goods will be added to the warehouse or, conversely, issued from it — depending on whether you are creating a goods receipt or a goods issue.
Upon saving, the warehouse balance change will be reflected on the stock card.
Creating a goods receipt/issue from another document
As mentioned at the beginning of this guide, a warehouse document can be created from another document. When this happens, the line items from the source document are carried over into the warehouse document.
The following processes are typically involved:
Creating a goods issue from a received (purchase) order.
Creating a goods issue from a sales invoice.
Creating a goods issue from a cash payment document.
Creating a goods receipt from an issued (purchase) order.
Creating a goods receipt from a purchase invoice.
Creating a goods receipt from a cash receipt document.
When creating a warehouse document from an order, the process can be carried out manually using the services available within the application. From an order, you can always perform a so-called fulfilment — either into a warehouse document or an invoice. The second option is to fulfil orders via the API; more information can be found in the documentation.
From invoices or cash documents, a warehouse document is always created automatically based on the settings of the relevant document type (invoice, cash register). More information about these settings can be found in our documentation.
Creating a goods receipt/issue by import
The most common type of import is an import from Excel. An Excel import is available for every document record type. If you are interested in this option, please refer to our documentation.
In the web interface, it is no longer necessary to import goods receipt/issue headers and line items separately. See how to perform such an import.
However, importing from Excel is not the only option. Goods receipts/issues can also be created via the API — XML/JSON. If you wish to proceed this way, the API documentation, file examples, and the so-called evidence list will be helpful.
Generating inventory discrepancies
A goods receipt or issue can be created from an inventory count. It is generated when the system stock level in the inventory count differs from the actual physical count and you generate the corresponding documents (inventory discrepancy adjustments).
How to generate such documents and how to create an inventory count is explained in our documentation.
Production and stock transfer
The last of the standard ways a warehouse document can be created is during production (i.e. using a bill of materials and the corresponding stock movements) and when creating a stock transfer.
How such production works is described in our bill of materials documentation. At present, the bill of materials is only available from the desktop application. It will also be available from the web interface in the future.
How to create a stock transfer — i.e. an issue from one warehouse and a receipt into the target warehouse — is described in our documentation. Creating a stock transfer is also available in the web interface.
FAQ
It may happen that a goods receipt cannot be deleted. Find out why this occurs in our guide.
There are two inventory valuation methods available. If you would like to know what they are, take a look at our guide.
Inventory records can be maintained using Method A or Method B, and you can set up a warehouse by following the guide.
Stock movements are closely related to warehouse document types. See how to configure them.