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112 CHAPTER 4 The Procurement Process

Data
Most of the data needed to complete the goods receipt task are contained in
the delivery document and the purchase order. These data are shown in Figure
4-23. The purchase order provides data about the materials that the company
ordered, and the delivery document contains data about the materials that
it actually received. Additional data regarding where the materials are to be
stored (plant and storage location) and the specifi c movement type are also
necessary. The system will suggest values for these data, and the user will make
changes to the data as needed.

Figure 4-23: Data in the goods receipt step

Tasks
The essential task in the goods receipt step is to verify and record the materials
included in the shipment in the goods receipt document. The user will log into
the system and create a goods receipt document by providing the purchase
order number. The system will retrieve the purchase order and automatically
add the relevant data to the goods receipt document. The user will then verify
that the data are correct. That is, the materials and quantities delivered match
what the company ordered. As we previously discussed, one purchase order
can generate multiple deliveries. In such cases, the user will modify the data to
refl ect the materials and quantities that the company actually received. When
partial deliveries are recorded, the purchase order can be used again when the
rest of the materials are delivered.
Recall from the earlier discussion of stock types that goods can be
received and designated as one of three stock statuses: unrestricted use, in
quality inspection, and blocked stock. The default option is to receive materi-
als into unrestricted use. Receipt into quality inspection status can be accom-
plished in several ways. If the materials are usually subject to quality inspection,
then the “post to inspection stock” indicator in the purchasing view of the
material master is enabled (checked). This will automatically result in a goods
receipt into in quality inspection status. It will also cause the stock status to

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