The transactions described are created when you receive goods from a supplier and book them into stock. You can use the following menu items to receive goods:
- Work with receptions
- Receive replenishment line
- Work with purchase order reception
In addition, the following functions may also be used to book the goods into stock:
- Book a purchase order line from “Work with purchase orders”
- Book a shipment from “Work with shipments”
Where created
The transactions are created in the DSR500C program.
| Transaction type | Description | Debit/Credit | Additional info |
|---|---|---|---|
| 901 | Stock value | D | The accepted “normal” stock account. |
| 902 | Stock value transit stock | D | When you receive goods on a BtB purchase order with transit delivery. |
| 903 | “Stock value” fictitious item | D | When you receive fictitious items. |
| 904 | “Stock value” direct delivery | D | When you “receive” goods on a BtB purchase order with direct delivery. |
| 907 | Goods in transfer/stock supply | D/C | If the reception causes an average cost change and goods are in transfer between warehouses. |
| 914 | Standard cost difference/stored | D/C | If cost type is Standard cost and there is a difference between the line cost and the Standard cost in the Item file that is not accounted for in landed cost and/or purchase price variances. |
| 915 | Average cost change | D/C | If cost type is Average and the reception causes an average cost change. |
| 916 | Average cost change transit | D/C | If cost type is Average and the reception causes an average transit cost change when goods are received to the transit stock. |
| 917 | “Stock value”, no stock update | D | When you receive goods on a purchase order with no stock update. |
| 930 | Reception from supplier | C | The purchase account. |
| 932 | Landed cost | C | The landed costs account. |
| 933 | Goods received awaiting costs | D/C | This account is used to record goods that have been received and are awaiting a landed costs check. |
| 934 | Purchase price variance/stored | D/C | If the cost type is Standard cost the variance between the actual purchase price and the standard purchase price. |
| 935 | Purchase price variance/ non-conforming | D/C | If the cost type is Standard cost the variance between the actual purchase price and the standard purchase price when goods are placed into non-conforming stock. |
| 936 | Reception from supplier FOC | C | The account for goods that are purchased Free of Charge. |
| 940 | In quality control | D/C | This account is debited when you receive goods that are to be quality controlled. |
| 941 | Non-conforming stock value | D | If you reject goods in the Quality control routine. |
| 944 | Rounding difference, cost calculation | D/C | If the cost type is Average or FIFO and a difference occurs in the cost price calculation between transaction types 901, 902, 903, 904, 917 and type 930. |
| 946 | Standard cost difference, non-conforming stock | D/C | If the cost type is Standard cost and there is a difference between the order cost and the Standard cost in the Item file that is not accounted for in landed cost and/or purchase price variances when the goods are placed in non-conforming stock. |
| 964 | Landed cost variance | D/C | If the cost type is Standard cost the variance between the actual landed cost and the standard landed cost. |
| 965 | Landed cost variance/non-conforming | D/C | If the cost type is Standard cost the variance between the actual landed cost and the standard landed cost when the goods are placed into non-conforming stock. |
Description
Receiving goods without quality control
When items are notified as being received, either through the “Work with receptions” function, or the “Receive replenishment line” function, the account for “Reception from supplier” is credited using transaction type 930. The value is calculated as the net purchase price multiplied by the received quantity.
No landed costs
If landed costs are not required, the stock value, which could be transaction type 901, 902, 903, 904 or 917, is debited (increased) with the net purchase value of the received goods multiplied by the received quantity if the cost type is Average purchase cost, or FIFO. If the cost type is Standard cost, the stock value is increased with the item standard cost value multiplied by the received quantity, differences between the purchase price and the standard cost are accounted on transaction type 934.
Note: If “Cost per warehouse” is active then the Standard cost used will be the one for the warehouse into which the goods are received.
Landed costs
If landed costs are required, irrespective of the menu item used to receive the goods, the cost type and whether the “Await cost check” flag is set to YES or NO on the order, then the “Goods received awaiting costs” account will be increased (debited) using transaction type 933. The value of this transaction will be the purchase price multiplied by the received quantity.
If the “Work with receptions” menu item is used and no cost check is required and at least one cost is recorded, then the 933 transactions will be immediately reversed (credited). The stock value, which could be transaction type 901, 902, 903, 904 or 917, is debited (increased) with the net purchase value plus the total of the landed costs of the received goods, if the cost type is Average purchase cost or FIFO. If the cost type is Standard cost, the stock value is increased with the item standard cost value. The value of each of the landed costs is credited on transaction type 932, if the cost type is Average or FIFO the value used will be the actual value for each cost on the purchase order. If the cost type is Standard cost the value that will be used will be the standard landed cost for each cost type on the order line.
Note: If “Cost per warehouse” is active then the Standard costs used will be the ones for the warehouse into which the goods are received.
If the “Work with receptions” menu item is used and no cost check is required and landed costs are required but are missing then the goods will require booking into stock (see following). The 933 transaction will be reversed when the goods are “booked” into stock after the entry of at least one cost.
Booking in
If landed costs are required and a cost check is required, or the “Work with receptions” menu item is used, no cost check is required and landed costs were missing at the time of reception, then the goods will require booking into stock.
When goods are “booked in” transactions of type 933 are written to reverse (credit) those written when goods were received. The stock value, which could be transaction type 901, 902, 903, 904 or 917, is debited (increased) with the net purchase value plus the total of the landed costs of the received goods, if the cost type is Average purchase cost or FIFO. If the cost type is Standard cost, the stock value is increased with the item standard cost value. The value of each of the landed costs is credited on transaction type 932. If the cost type is Average or FIFO the value used will be the actual value for each cost on the purchase order. If the cost type is Standard cost the value that will be used will be the standard landed cost for each cost type on the order line.
Note: If “Cost per warehouse” is active then the Standard costs used will be the ones for the warehouse into which the goods are received.
The account used for transaction type 930 should be regarded as a debt to the supplier and that used for type 932 as a debt to the transporting companies, etc. If you use the matching routine when the supplier invoice is entered in Financials, one or both of these accounts will be reversed. See Overview of accounting transactions during supplier invoice matching.
Variances
If the cost type is Standard cost and there is a difference between the standard purchase price and the order line net purchase price the difference will be accounted on transaction type 934. Also if the cost type is Standard cost and there is a difference between the standard landed cost and the actual landed cost on the order line the difference will be accounted on transaction type 964.
Note: If “Cost per warehouse” is active then the Standard costs used will be the ones for the warehouse into which the goods are received.
Note: If “Cost per warehouse” is not active and goods are delivered to a warehouse other than the main warehouse there may be a variance as the Standard costs used will be the ones for the main warehouse.
Std cost difference
If the cost type is Standard cost, and there is a difference between the item standard cost and the standard purchase price plus the standard landed costs for those landed costs on the order line, that is not accounted for in the purchase price variance and/or landed cost variance, this difference is accounted on transaction type 914.
Rounding difference
If the cost type is Average purchase cost or FIFO, the difference that may occur in the cost calculation between the amounts accounted on either 901, 902, 903, 904 or 917 and the accounts accounted on 930 and 932, is accounted on transaction type 944.
New average cost
If the cost type is Average purchase cost, the system may calculate a new average cost after the reception of goods. This affects the value of the existing stock and goods in transfer (goods between warehouses, entered on an Internal Replenishment Order). If “Cost per warehouse” is not active, to ensure that the stock value and the goods in transfer are correct, transactions for average cost change (915/916) and stock value/goods in transfer are accounted for each warehouse, (i.e. the same way as if the average cost price was changed manually in the Item file). See Overview of accounting transactions during manual change of average cost.
Receiving goods with quality control
At reception
When items are notified as being received, either through the “Work with receptions” menu item, or the “Receive replenishment line” menu item, the account for “Reception from supplier” is credited using transaction type 930. The account for the value of goods “In quality control” is debited using transaction type 940. The value used for both transactions is the net purchase price multiplied by the received quantity.
Note: If the “Receive replenishment line” menu item is used to receive goods requiring quality control then the receipt will need to be “closed” before the quality control process can take place.
QC confirmation – No landed costs
If landed costs are not required, when items are confirmed from quality control, the “In quality control” value is fully credited using the received quantity multiplied by the net purchase price on transaction type 940. The stock value, which could be transaction type 901, 902, 903, 904 or 917, is increased with the net purchase value multiplied by the approved (stored) quantity if the cost type is average or FIFO. If the cost type is Standard cost, the stock value is increased using the standard cost value. The value of Non-conforming goods is increased on transaction type 941 with the net purchase value multiplied by the rejected (Non-conforming) quantity if the cost type is average or FIFO. If the cost type is Standard cost, the Non-conforming value is increased with the standard cost value. The account for transaction type 941 may be regarded as either the stock value of non-conforming items, or as a base to be credited from the supplier depending upon the agreement with the supplier.
QC confirmation – Landed costs
If landed costs are required, when items are confirmed from quality control, the “In quality control value” is fully credited on transaction type 940 and, the “Goods received awaiting costs” account is debited using transaction type 933. The 933 transaction will be written irrespective of the menu item used to receive the goods, the cost type and whether the “Await cost check” flag on the order is set to YES or NO. The value of both transactions will be the purchase price multiplied by received quantity.
If a cost check is not required, the goods are automatically booked into “normal” or “non-conforming” stock depending upon whether any, or all, items are rejected. The “Goods received awaiting costs” value is fully credited using the received quantity multiplied by the net purchase price on transaction type 933. The stock value, which could be transaction type 901, 902, 903, 904 or 917, is increased with the net purchase value multiplied by the approved (stored) quantity plus the value of the landed costs for the approved quantity, if the cost type is average or FIFO. If the cost type is Standard cost, the stock value is increased using the standard cost value. The value of Non-conforming goods is increased on transaction type 941 with the net purchase value multiplied by the rejected (Non-conforming) quantity plus the value of the landed costs for the rejected quantity, if the cost type is average or FIFO. If the cost type is Standard cost, the Non-conforming value is increased with the standard cost value. Transaction type 941 may be regarded as either the cost of keeping non-conforming items, or as a base to be credited from the supplier depending upon the agreement with the supplier. The value of each of the landed costs is credited on transaction type 932. If the cost type is Average or FIFO the value used will be the actual value for each cost on the purchase order. If the cost type is Standard cost the value that will be used will be the standard landed cost for each cost type on the order line.
Note: If “Cost per warehouse” is active then the Standard costs used will be the ones for the warehouse into which the goods are received.
If a cost check is required, the goods will need to be booked in (see following).
Booking in
When goods are “booked in” the “Goods received awaiting costs” value is fully credited using the received quantity multiplied by the net purchase price on transaction type 933. The stock value, which could be transaction type 901, 902, 903, 904 or 917, is increased with the net purchase value multiplied by the approved (stored) quantity plus the value of the landed costs for the approved quantity, if the cost type is average or FIFO. If the cost type is Standard cost, the stock value is increased using the standard cost value. The value of Non-conforming goods is increased on transaction type 941 with the net purchase value multiplied by the rejected (Non-conforming) quantity plus the value of the landed costs for the rejected quantity, if the cost type is average or FIFO. If the cost type is Standard cost, the Non-conforming value is increased with the standard cost value. The account for transaction type 941 may be regarded as either the stock value of non-conforming items, or as a base to be credited from the supplier depending upon the agreement with the supplier. The value of each of the landed costs is credited on transaction type 932. If the cost type is Average or FIFO the value used will be the actual value for each cost on the purchase order. If the cost type is Standard cost the value that will be used will be the standard landed cost for each cost type on the order line.
Note: If “Cost per warehouse” is active then the Standard cost used will be that for the warehouse into which the goods are received.
Variances
If the cost type is Standard cost and there is a difference between the standard purchase price and the order line net purchase price the difference will be accounted on transaction type 934 for approved (stored) goods and transaction 935 for non-conforming goods. Also if the cost type is Standard cost and there is a difference between the standard landed cost and the landed cost on the order line the difference will be accounted on transaction type 964 for accepted (stored) goods and transaction 965 for non-conforming goods.
Std cost difference
If the cost type is Standard cost, and there is a difference between the standard purchase price plus the standard landed costs for those landed costs on the order and the item standard cost, that is not accounted for in the purchase price variance and/or landed cost variance, this difference is accounted on transaction type 914 for approved (stored) goods and transaction type 946 for non-conforming goods.
Rounding difference
If the cost type is Average purchase cost or FIFO, the difference, that may occur due to cost price calculation between the amounts accounted on either 901, 902, 903, 904 or 917 and the accounts accounted on 930 and 932, is accounted on transaction type 944.
New average cost price
If the cost type is Average purchase cost, the system may calculate a new average cost price after the reception of goods. This affects the value of the existing stock and goods in transfer (goods between warehouses, entered on an Internal Replenishment Order). If “Cost per warehouse” is not active, to ensure that the stock value and the goods in transfer are correct, transactions for average cost change (915/916) and stock value/goods in transfer are accounted for each warehouse, (i.e. the same way as if the average cost price was changed manually in the Item file). See Overview of accounting transactions during manual change of average cost.
Selection of transaction types for stock value
Flowchart
Related topics
- (Accounting) Receive goods without quality control, no landed costs and with cost type Standard cost
- (Accounting) Receive goods without quality control, with landed costs (no cost check) and cost type Standard cost
- (Accounting) Receive goods without quality control, with landed costs requiring a cost check and cost type Standard cost
- (Accounting) Receive goods without quality control, with landed costs and cost type Average purchase cost
- (Accounting) Receive goods without quality control, with a landed cost and cost type FIFO
- (Accounting) Receive goods without quality control and with a landed cost into transit stock
- (Accounting) Receive fictitious items, and items with no stock update, no landed costs and with cost type Standard cost
- (Accounting) Receive fictitious items and items with no stock update, with landed costs and cost type Average purchase cost or FIFO
- (Accounting) Receive goods with landed costs on a BtB direct delivery
- (Accounting) Receive goods with quality control, no landed costs, cost type Standard cost
- (Accounting) Receive goods with quality control, landed costs (no cost check) and cost type Standard cost
- (Accounting) Receive goods with quality control and landed costs requiring a cost check with cost type Standard cost
- (Accounting) Receive goods with quality control, landed costs (no cost check) and cost type Average purchase cost
- (Accounting) Receive goods with quality control, landed costs requiring a cost check and cost type FIFO
- (Accounting) Receive goods FOC without quality control, no landed costs and with cost type FIFO
- Overview of accounting transactions during manual change of average cost
- Overview of accounting transactions during supplier invoice matching