Receive vendor stock

A consignment receipt records goods that a vendor delivers to you and still owns. Posting it writes Receipt entries in the Consignment Ledger. Nothing is posted to the item ledger, your inventory value or the general ledger, and the goods do not show up in planning as your inventory.

Before you start

• The vendor has Consignment Vendor switched on in the Consignment group of the vendor card. See Getting started.
• The location has Vendor Consignment switched on.
• The items are of type Inventory and are not blocked.

Create the receipt

1. Open the vendor card and choose New Document > Consignment Receipt. The action is available only for consignment vendors. You can also search for Consignment Receipts and choose New.

2. On the Consignment Document page, check the header:
   • Vendor No. is filled in from the vendor card. You can only choose consignment vendors.
   • Location Code comes from the vendor's Consignment Location (vendor card, Consignment group). New lines take this location.
   • Posting Date is the date the consignment entries are posted with.
   • External Document No. is the vendor's delivery note number.
3. On the Lines, enter the Item No., Quantity and Unit of Measure Code. Enter a Bin Code when the location uses bins.
4. For tracked items, enter one line per item with the total quantity, then its serial numbers, lots and expiration dates on Line > Item Tracking > Item Tracking Lines (Ctrl+Alt+I), as on a purchase order line. Assign Serial Nos. and Assign Lot No. on the same menu fill the item tracking lines for you. Tracked Qty. (Base) shows how much of the line is tracked. See Serial, lot and expiry.

Post the receipt

1. Optional: choose Release to lock the document while someone checks it. The header, the lines and their item tracking lines are then read-only, except the Posting Date, which can still be changed as on a released sales or purchase order; Reopen makes them editable again. Release refuses a line whose item tracking lines do not add up to its quantity; choose Set line quantity to the tracked quantity in the message, or fix the item tracking lines.
2. Choose Preview Posting to see the consignment entries that the receipt will create.
3. Choose Post and confirm. The message shows the number of the posted document, for example The document was posted as CPD000001.

The open receipt is deleted and a Posted Consignment Document is created, with one posted line per receipt line. Choose Item Tracking Lines on a posted line to see its serial numbers and lots on Posted Item Tracking Lines. Posting also releases the document, so you do not have to release it first.

Receive in parts

When the vendor delivers only part of the receipt, receive what arrived and keep the rest open, as on a purchase order:

1. On each line, lower Qty. to Receive to what arrived. It starts at the quantity still to receive. Enter 0 on a line that did not arrive at all.
2. Choose Post. Only the Qty. to Receive of each line is posted, on a posted document of its own.
3. The receipt stays open. Quantity Received shows what earlier postings received, and Qty. to Receive proposes the rest again on every line. Post again when the rest arrives; the last posting deletes the receipt.

Every posting of the receipt has its own posted document, and all of them show the receipt number in Pre-Assigned No. For a tracked item, choose which serial numbers and lots arrived in Qty. to Handle (Base) on Item Tracking Lines: their total must equal the line's Qty. to Receive. A lot can be received in parts under the same lot number; a serial number is received whole, so its Qty. to Handle (Base) is 0 or 1. When you choose Assign Serial Nos. on a line, the first units get a Qty. to Handle (Base) of 1 up to the line's Qty. to Receive, and the others get 0. After the posting, the received serials and lots show as handled and the rest stay on the line.

At a location in Warehouse Mode, posting the receipt also creates a zero-price purchase order for what that posting receives, so a receipt received in parts creates one purchase order per posting. Its lines get one item tracking line per serial number or lot. A message then says whether the stock is already received or the purchase order is released for the warehouse, names the next step (post the warehouse receipt, register the put-away, or post the inventory put-away at a location with basic warehousing) and asks Do you want to open purchase order ...? Choose Yes to open it. The posted document shows the Purchase Order No. See Warehouse Mode.

Undo a receipt

When a receipt was posted by mistake, undo it on the posted lines, as on a posted purchase receipt:

1. Search for Posted Consignment Documents and open the posted receipt.
2. Select the lines to undo and choose Line > Undo Receipt. Confirm Do you really want to undo the selected lines?
3. The stock leaves the Consignment Ledger again with correction entries, and a correction line with the negative quantity is added under each undone line. The quantity, with its serial numbers and lots, goes back to the open receipt. When that posting had completed the receipt, the receipt is created again under its number.

Undo is refused when the received stock has already moved on: sold, returned, transferred or changed by a later document. Undo or reverse that document first. A line that is already undone, or is itself a correction line, cannot be undone again.

See the vendor's stock

The vendor card has a Consignment FactBox. After the receipt it shows the vendor's Stock on Hand and Received This Month. It also shows Sold This Month, what is On Sales Orders, what is Sold, Not Invoiced (in units and in local currency), Aged Stock and the stock Expiring Within 30 Days. Vendor Stock at Cost (LCY) is the informational value described below. Choose a figure to see what is behind it.

Print the receipt note

1. Search for Posted Consignment Documents and open the posted receipt.
2. Choose Print. The Consignment Receipt Note lists every line with its quantity and Unit; the variant, the serial numbers and lots of the line (lots with their quantity) and the expiration date print on a detail line under the line when they are filled in. The note has Delivered by and Received by fields for signatures.

What the app checks when you post

You see every problem at once, so you can fix them in one pass.

Check	What to do
The vendor is a consignment vendor and is not blocked	Switch on Consignment Vendor, or unblock the vendor
The posting date is within your allowed posting dates	Change the date, or use the Set value to work date action in the message
The item and its variant are not blocked	Unblock them, or remove the line
An item with variants has a Variant Code	Enter the variant
The location holds vendor consignment stock	Choose another location, or switch on Vendor Consignment on the location card
A location that uses bins has a Bin Code, and the bin exists at that location	Enter a bin of that location
Serial, lot, package and expiration date follow the item tracking code	Enter the missing number or date on Item Tracking Lines
The item tracking lines of a line add up to its quantity (and their Qty. to Handle to its Qty. to Receive)	Choose Set line quantity to the tracked quantity, or fix the item tracking lines
A serial number is not already in consignment stock or in your own inventory, and is not twice on the document	Use another serial number
A lot has one expiration date	Use the expiration date the lot already has
The dimensions can be posted together	Fix the dimension combination

Informational value of vendor stock

Only when Value Vendor Stock is on in Consignment Setup does a Unit Cost (LCY) column appear on receipt and adjustment lines (never at a Warehouse Mode location). It is an informational value, not the price you pay the vendor. A line without a cost takes the lowest active purchase price of the vendor for the item, in local currency. The value appears on the Consignment Stock report and the vendor FactBox, but it never posts to the general ledger.

What's next

• Track serials, lots and expiry: Serial, lot and expiry.
• Move or count the stock: Move, adjust and count.