Goods/Service Receipt (GR) Reference PO Purchase Order

Why do we need a product/service receipt (GR)?

In order for various departments of the company to use records to confirm the receipt of goods/services that they received the correct amount and value as requested and matched with the partner's consignment note
Accounting department can verify the correctness such as the date of the document not crossing the month from the invoice document, the correct accounting record, and the partner's tax invoice number information. (in the case of a product) correct and complete
Plan cash flow for the cost of purchasing goods/services

Action permissions

Create a Product/Service Receipt (GR)

Select the menu Order and Buy.
Press tab 3. Receive products/services
Press the action button ' ... ', select Create Product/Service Receipt (GR).
Fill in the details completely.
Press Save.


💡 Nested Tip: GR can be generated from tab 2. Purchase Order by
Select the purchase order (PO) for which you want to create a GR.
Press the action button '...' select Create a Product/Service Receipt (GR)

Edit Goods/Service Receipt (GR)

Select the menu Order and Buy.
Press tab 3. Receive products/services
Select the product/service receipt (GR) that you want to edit.
Press the action button ' ... ', select edit.
Edit the information as needed.
Press Save.


💡 Nested Tip: In case you want to edit the list of items such as prices, discounts, etc., go back and edit the Purchase Order (PO) by canceling the Product/Service Receipt (GR) first.
💡 Nested Tip: In the event that a Product/Service Receipt (GR) has been drawn for a Payment Voucher (PV), the Voucher must be canceled (PV) before it can be used. Receipts for goods/services (GR) can be edited except in case accounting amendments are required. Can be modified by setting permissions to be able to edit accounting entries.

Edit Accounting Goods/Service Receipt (GR)

Select the menu Order and Buy.
Press tab 3. Receive products/services
Select the product/service receipt (GR) that you want to edit.
Press the action button ' ... ', select edit.
Modify the information related to the required accounting records.
Press Save.


💡 Nested Tip: In case of account lockout Account period must be unlocked before the document can be edited.

Cancel a Goods/Service Receipt (GR)

Select the menu Order and Buy.
Press tab 3. Receive products/services
Select the product/service receipt (GR) that you want to cancel.
Press the action button ' ... ', select edit.
Press to the right of the save button, select Cancel.


💡 Nested Tip: In case the period has been locked The account period must be unlocked before the document can be cancelled.
💡 Nested Tip: In case the document is already referenced to the PV payment, the PV must be canceled before the document can be cancelled.

Print Goods/Service Receipt (GR)

Select the menu Order and Buy.
Press tab 3. Receive products/services
Select the product/service receipt (GR) that you want to print.
Press the action button ' ... ' Select Type

Workflow

Submit Approval Receipt of Goods/Service (GR)

Select the menu Order and Buy.
Press tab 3. Receive products/services
Select a product/service receipt (GR) to be submitted for approval.
Press the action button ' ... ', select edit.
Press right side of the save button, select Submit Approval.

Withdraw approval request Goods/Service Receipt (GR)

Select the menu Order and Buy.
Press tab 3. Receive products/services
Select the product/service receipt (GR) that you want to reverse approval.
Press the action button ' ... ', select edit.
Press to the right of the save button, select Reverse Document.

Approved via Dashboard

On the top menu bar, select the Mission menu.
Select the product/service receipt (GR) to be approved.
Press the action button ' ... ', select Approve.

Approval via menu Product/Service

Select menu, order and buy.
Press tab 3. Receive products/services
Select the product/service receipt (GR) you want to approve.
Press the action button ' ... ', select edit.
Press the right side of the save button, select Approve.

Reject Approval via Dashboard

In the top menu bar, select the missions menu.
Select the purchase invoice/service (GR) for which you want to decline approval.
Press the action button ' ... ', select edit.
Scroll down to the bottom of the document at Notes (internal) Enter details to indicate the reason for the refusal.
Press the right side of the save button, select Disapprove.

Reject approval via menu Product/Service

Select a menu, order and buy.
Press tab 3. Receive products/services
Select the purchase invoice/service (GR) for which you want to decline approval.
Press the action button ' ... ', select edit.
Scroll down to the bottom of the document at Notes (internal) Enter details to indicate the reason for the refusal.
Press the right side of the save button, select Disapprove.

Details in the document

Header

Document Date defaults to today User can change This date should be the same as the partner's consignment/service date.

Company/Branch select the company and branch to issue the document.

Reference specify the purchase order (PO) number from which to receive the goods/services. The information will be automatically displayed according to the reference document (if applicable).

In case the PO number cannot be found, it can be caused by a number of cases such as the PO has not been approved / the PO has already been created for the GR / the system user has no right to see the PO of the said party.

Partner partner Name

Description specify job description. to make it easier to come back to find documents in the future

Delivery Address choose the address you want to notify the partner to deliver the product.

💡 Nested Tip: Delivery Address can be added if needed.

Contact Name - Department users can select a department to let the partner know which party to contact.

💡 Nested Tip: Can add Department/Department if needed.
In the case of specifying an individual But Mr. A, who was designated to see only the marketing documents. Documents owned by HR will not be visible, can set visibility permissionif desired.

Contact Name - Employee enter a contact name (employee) to let the partner know who to contact.

Urgent select when the document requires urgent payment. Provide urgent reasons and payment schedule

Show exchange rate select in case of import order.

- currency can be selected as needed. reference currency settings

- exchange rate is set by Bank of Thailand default. Users of the system can modify the exchange rate as they really are.

- document currency to specify under which currency you want to print the document.

VAT included VAT included will show automatically From a Purchase Order (PO)

Paid Installment split payment will be displayed automatically. From a Purchase Order (PO)

Item table

Item item will be displayed automatically. From a Purchase Order (PO) cannot be edited.

CC Cost Center will auto show From a Purchase Order (PO)

Delivery deadline for delivery of goods/services By specifying a date that is close to the truth, it helps the system plan money accurately.

Quantity specifies the amount/quantity of Goods/Services Receipt List

Unit unit will be displayed automatically. From a Purchase Order (PO)

Price the unit price of the item. will show automatically From a Purchase Order (PO)

Discount specify the discount price of the item (if any). Can be entered as a discount, a number or a %, for example, in the case of a product priced at 100 baht, when entering 10%,20%,30%, it becomes 50.40 baht.

GL Chart of Accounts in case the product/service code is specified. Chart of Accounts will be automatically displayed from those associated with the Product Code.

VAT VAT rate It will show the reference from the purchase order (PO).

WHT The ✓ character will be displayed automatically. From a purchase order (PO), check ✓ if tax is withheld.

Ret. The ✓ symbol will be displayed automatically. From the purchase order (PO), mark ✓ if the retention is deducted.

Property The ✓ symbol will be displayed automatically. From the Purchase Order (PO) check ✓ if it is an asset purchase.

Payment Schedule

Payment breakdown Details will show automatically From a Purchase Order (PO)

Payment Date payment due will show automatically From a Purchase Order (PO)

% The percentage of the payment on that balance.

Balance payment amount

Withholding tax table

Type select withholding type

Description specify a description.

Service Value specify the service value before VAT.

Rate specify the rate according to the Revenue Department standard.

WHT value of withholding tax

PND select type of income tax

Tax Payer select tax payer

💡 Nested Tip: This table is shown if ✓ is marked in the WHT column.

VAT Table

Partner name of tax invoice company

Tax invoice number refer to the tax invoice number received. In the case of re-entering the same partner's tax invoice number The system will not save.

Invoice Date date based on the received tax invoice.

Tax filing month expected month of filing input tax.

Tax value the value of the goods/services used for tax purposes

Rate VAT rate

VAT VAT value

Note


💡 Nested Tip: This table is shown if ✓ is marked in the VAT column.

Work guarantee table

Warranty information specify details

Duration indicates the warranty period.

Unit select day, week, month or year.

Since specify the insurance start date.

Retention Amount will be automatically calculated as a pre-VAT x % reference as specified in the partner.

Work Assurance Due repayment Date Insurance amount


💡 Nested Tip: This table will be displayed if ✓ is checked in the Ret column. In case this column is not found, go to Edit PartnerService Assurance = Yes

Property Table

Image attach a picture of the property to be displayed in the property register.

Assets refer to item details

Property Holder specify the trustee's name. When employees resign or move departments, they can change the name of the property holder as appropriate.

💡 Nested Tip: Names should be given based on the number of assets purchased.

Calculate Depreciation check ✓ in case the asset's value is high enough to calculate depreciation.

In the case of some assets that are not of high value, such as a calculator that costs 500 baht, but is an office equipment that is not used up Can be recorded as a list of assets by notmarked ✓ to do depreciation calculation

Property Type select Property Type which will be determined

Chart of Assets
Depreciation
Chart of Accumulated Depreciation Accounts
Accumulated depreciation account
Depreciation account
Method for calculating depreciation
Service life

Reference Set Property Type

Depreciation calculation method There are 3 methods.

straight line
The amount has decreased twice.
Total number of years of service life (years)

❗ The system supports only the straight line method.

Lifetime [year] determines how many years the asset will be depreciated.

Residual price Salvage price = Value when selling the property at the end of its useful life - Expenses for selling the property.

Shipping/Installation Cost of bringing the property to use.


💡 Nested Tip: This table is shown if ✓ is checked in the Asset column.

GL Accounting Table

Account code chart of accounts bound to product code. and selected partners

Debit debit balance

Credit credit side balance

CC Cost Center

Note

End of document

Note [Partner] description or additional information you would like to provide to the partner. It will appear on the printed product/service receipt.

note [internal] description or additional information It will not appear on the printed purchase order.

attachment attach important relevant documents such as receipts.

Link

Document in this step will be linked to

Dashboard : Cash Flow

Trial Balance

Purchase journal

Purchase tax report

Inventory

Assets

Updated on: 30/09/2022