Warehouse documents

Modus enables you for keeping records of the events that happen in everyday work of the warehouse, such as: opening balance, reception of goods to the warehouse, warehouse release, transfers between warehouses, expenditures, revenues, corrections and warehouse releases. Including the registry of an economic event, particular accounting documents can be generated. Warehouse documents are issued during the registration of sales documents and purchases and they are also in the registry of warehouse documents. The system enables you for a full control of the warehouse operations.

In the Modus system you can distinguish four basic ways of reception:

It is an operation which takes place inside the company and increases the inventory balance of the products/materials in the warehouse. The aim of the creation of such a document is to provide documentary evidence related to the increase of the production or material inventory balance caused by the completion of production or delivery from another branch of the company.

How to issue a Goods Received Note?

1. In the module Warehouse - Deliveries, after choosing the warehouse, select the icon Add and choose it as Goods Received Note document.
2. choose the contractor from the list, and in case of their lack, include them by choosing Add.
3. After the document confirmation, the window Specification of the Goods Received Note opens, where you should define what items are included in the Goods Received Note; their numbers and prices.
4. Next stop is the choice of the form of the document transcription.
   1. Save in the scratchpad - this option allows you to insert changes in the Internal Delivery document.
   2. Save and confirm the document - this option automatically confirms the document. There will be no possibility of inserting changes in the document's transcript.

++++ Screen: Creation of the Goods Received Note| ++++ ++++ Screen: Contractor's choice | ++++ ++++ Screen: New Goods Received Note | ++++ ++++ Screen: Choice of the received assortment | ++++ ++++ Screen: Defining the price and number of the received assortment | ++++ ++++ Screen: Choice of the transcription form | ++++ Goods Received Notes are created also after the completion of production. They can be generated manually or automatically depending on the program configuration. (The option „Goods Received Notes/ Goods Issued Notes is generated automatically after the completion of the last stage”). If this option is not selected, you can manually issue the Goods Received Note for the completed production by clicking on the icon Production - Issue documents.

It is an operation outside the firm which brings about the increase in the inventory balance of the products/materials. The aim of the creation of such a document is to provide documentary evidence and settling of accounts related to the increase of products or materials in the warehouse caused by the delivery outside the company.

How to issue a Goods Received Note ?

Goods Received Notes can be issued in two ways:

I way:

1. In the module Warehouse - Deliveries, after choosing the warehouse, click on the icon Add, choose as a type of document Goods Received Note.
2. Choose the contractor from the list. In case of the lack of contractor, add them by clicking on Add.
3. The window New Goods Received Note will open, where you fill out the data.
4. After the document's confirmation, the window of Specification of the Goods Received Note will open. there, you define:
   • what kind of items do you want to buy,
   • their quantity,
   • price,
   • the batch number, if the option 'Registry of the batch number' is activated for the product. A whole quantity of the inserted assortment can have the same batch number. The inserted quantity can be divided into different batches by clicking on Add - additional rows will appear, in which you should insert the batch number and the quantity. Total amount of all the batches can not exceed the quantity that was defined at the initial stage of the document's creation.
5. the next step is to choose the form of the document's transcription.
   1. Save to the scratchpad - this option allows you for making changes in the Goods received Note.
   2. Save and confirm a document - this option automatically confirms the document. There is no possibility of making changes in the Goods received Note.
6. In the situation, when the Goods received Note is related to the document that is paid by cash, its settlement occurs at the time of confirmation. If in the source document, the postponed way of payment was chosen (transfer, cheque), confirmation of the Goods Received Note activates the automatic generation of accounts (receivable and payable), located in the module Finances).

++++ Screen: Generating of Goods Received Note | ++++ ++++ Screen: Choice of the contractor | ++++ ++++ Screen: New Goods Received Note | ++++ ++++ Screen: Choice of the received assortment | ++++ ++++ Screen: Defining the price and quantity of the received assortment | ++++ ++++ Screen: Insertion of the batch's number/numbers | ++++ ++++ Screen: Choice of the transcription form | ++++

II way:

Goods Received Note can be also issued during the realization of Delivery.

It is an operation inside the company that activates the transfer of a product/material from one warehouse (e.g. the Main one) to the other (e.g. Production). The aim of this document is to provide evidence of the change in the inventory balance of the product/material caused by their transfer to the warehouse.

How to issue a WT+ ?

1. In the module Warehouse - Deliveries click on the icon Add and choose the type of document as WT+.
2. A window of New document WT+ will display.
3. After clicking on Confirm choose the items, that should be transferred, their quantity and price.
4. the next step is to choose the form of the document's transcript.
   1. Save to the scratchpad - this option allows you for making changes in the WT+ document.
   2. Save and confirm the document - this option automatically confirms the document. You can not insert changes later in the WT+ document.

++++ Screen: Generating of the WT+ document | ++++ ++++ Screen: New document WT+ | ++++ ++++ Screen: Choice of the received assortment | ++++ ++++ Screen: Defining the price and quantity of the received assortment | ++++ ++++ Screen: Choice of the transcript form | ++++ If in the distant warehouse, the WT+ was created from the WT-, it can not be deleted or edited, despite it is in the form of a scratchpad. You can confirm or add another copy of the product by using the the bar code scanner. In order to do it, you have to select the document on the list and click on the icon „Reclaim of the WT ” on the toolbar.

The window where you should insert the serial number will display (you can do it manually or by by using the scanner).

Opening balance serves for entering the state of items in the warehouse (not unique items) at the beginning of working with the program. the items with their quantities and values are inserted on the document.

You can create an Opening balance in the module „WAREHOUSE”, submodule „Deliveries” by clicking on the button „Add”.

It is an operation outside the company that results in the issue of goods from the warehouse. The aim is to provide evidence of the issued goods for the customer. It also allows you for issuing the VAT invoice.

How to create the an external release document?

1. In the module Warehouse choose Issues,
2. Choose the warehouse from which the issue has to take place,
3. Click on the icon Add,
4. Choose an external release as the document type,
5. Choose the contractor,
6. The window New inventory issue document will open, where you fill out the data,
7. After clicking on Confirm choose the goods for release.
8. Define their:
   • quantity,
   • price,
   • alternatively a batch number, if the option 'Registry of the batch number' is activated for the product. Indicate from which batch the issued assortment should come from.
9. Choose the form of the document's transcript.
   1. Save in the scratchpad - this option will allow you to make changes in the external release document.
   2. Save and confirm a document - this option will automatically confirm the document, there will be no possibilities of making changes in specification of the external release document.

++++ Screen: Generating of the external release document| ++++ ++++ Screen: Choice of contractor| ++++ ++++ Screen: New external release document| ++++ ++++ Screen: Choice of the issued assortment| ++++ ++++ Screen: Defining the quantity and price of the issued assortment| ++++ ++++ Screen: Choice of the batch concerning the issued assortment| ++++ ++++ Screen: Saving the external release document| ++++

External release documents are issued also during the realization of Issues.

It is the operation inside the firm that results in the reduction of the goods in the warehouse e.g. because of using them in the production process.

The aim is to document the reduction of the inventory balance as a result of the processes taking place inside the firm.

How to create a goods issued note?

There are two ways of crating goods issued documents:

• First way:

1. In the module Warehouse choose Issues,
2. Choose a warehouse from which the issue should take place,
3. Click on the icon Add,
4. Select the goods issued note as the document type,
5. Choose the contractor,
6. The window of making a New goods issued note will open, where you should fill in the data.
7. After clicking on Confirm choose the merchandise prepared for issuing.
8. Define the quantity of issued assortment.
9. Choose the transcript form for the document.
   1. Save to the scratchpad - this transcript option allows for making changes on the goods issued document.
   2. Save and confirm the document - this option automatically confirms the document, there will be no possibilities of making changes in the specification of the goods issued document.

++++ Screen: Generating of the goods issued note | ++++ ++++ Screen: Choice of the contractor| ++++ ++++ Screen: New goods issued note| ++++ ++++ Screen: Choice of the issued assortment| ++++ ++++ Screen: Defining quantity of the issued assortment| ++++ ++++ Screen: Saving the goods issued note| ++++

• II way:

Goods issued notes are also created after completion of production. They can be generated manually or automatically depending on the program configuration (option „Internal receipt/goods issued notes - generate automatically after finishing the last stage”). If the option will not be selected, you can click on the icon Production - Issue documents, and manually issue an Internal Receipt note for the completed production.

It is an operation inside the firm that results in transferring the product/material from one warehouse (e.g. the main one) to the other (e.g. Production warehouse).

The aim of the document is to register changes in the inventory balance of the products/materials caused by transferring these products/materials to the other warehouse.

How to issue a WT- document:

1. In the module Warehouse choose Issues,
2. Choose the warehouse from which the transfer should take place,
3. Click on the icon Add,
4. Choose WT- as the document type,
5. Define the target warehouse,
6. After clicking on Confirm, choose the merchandise reserved for transfer,
7. Define the quantity of the merchandise reserved for transfer,
8. Choose the form of the document's transcript.
   1. Save to the scratchpad - this transcript option allows you for making changes on the WT- document.
   2. Save and confirm a document - this option automatically confirms the document, there will be no possibilities of making changes in the specification of the WT- document.

Confirmation of the WT- document results in the increase of quantity of the products/materials in the target warehouse that is documented in this warehouse by the WT+ document. ++++ Screen: Generating of the WT- document| ++++ ++++ Screen: Choice of the target warehouse | ++++ ++++ Screen: Choice of assortment| ++++ ++++ Screen: Defining the quantity of issued assortment| ++++ ++++ Screen: Saving the WT- document| ++++

The MODUS system enables you for making document corrections, which status does not allow for its edition. For external goods receipt and external release documents you can perform a Return to a supplier and a Return to a receiver corrections accordingly.

Return to a supplier is created as a result of the quantity correction of the external goods receipt.

In order to make a correction:

1. In the module Warehouse choose Deliveries.
2. Select a document External goods receipt, which has to be corrected.
3. Click on the icon Correction on the toolbar.
4. The window of a New Return to a supplier document will be displayed.
5. After clicking on Confirm you go to the specification of a document related to the return to a supplier.
   Using the icon Delete, you can remove all the items, which are not included in the return of goods.
6. A default quantity that is returned constitutes the remained quantity in the warehouse that comes from the particular receipt. In order to decide on the number of goods, that have to be returned, select the appropriate data record and click on the icon Make a correction.
7. After making corrections and confirming the document, it goes to the module Warehouse - Issues. A payment due for the document of the return to a supplier is accounted for (cash transactions) or goes to the module „Finances” - „Accounts” (credit transactions), depending on the type of the financial transaction.

++++ Screen: Generating of the Return to a supplier document | ++++ ++++ Screen: New document of the return to a supplier | ++++ ++++ Screen: Deletion of the assortment that is not included in the return | ++++ ++++ Screen: Defining the quantity of the assortment that has to be returned | ++++

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Return to the supplier is created as a result of the quantity correction in the external release note.

In order to make a this correction you have to:

1. In the module Warehouse choose Issues.
2. Select the external release note which should be corrected.
3. Click on the icon Correction on the toolbar.

Steps from 4 to 7 are analogical to the way of creating a Return to a supplier note.

After making corrections and confirming the document, it goes to the module „Warehouse” - „Deliveries”. A due payment for the return from a recipient is settled(cash transactions) or goes to the module „Finances” - „Settlements” (credit transactions), depending on the type of the financial transaction.

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