Creating an import GRV

You create an import GRV when one supplier with one invoice and purchase order is involved. If you need to create a GRV involving one supplier, but with multiple invoices or purchase orders, it is better to create a GRV for an import shipment.

Have a look at this guide to see how to do this.

If you add import charges to an import GRV, two GRV's will be created on the system - one for the import of the inventory items and one for the import charges like freight and so on.

Note that only import suppliers can be used on import GRV's.

Creating an import GRV with a purchase order

Watch this video to see how to create an import GRV with a purchase order or follow the steps below it.

Navigate to the correct window

1. Navigate to Creditors / Goods Received Vouchers / Enter Import GRV.

Call up the appropriate purchase order

1. Enter (or select) the purchase order number in the Order Number text box.

Enter the GRV details

1. Change the date of the GRV in the Date text box, if applicable.
2. Enter the supplier invoice number in the Supplier Invoice text box.
3. Change the exchange rate in the Exchange Rate text box, if applicable.

Make any required changes

1. Any field that doesn’t have blue text can be edited, depending on how you have set your default text in the Customize window.
2. To insert a new line for a new item before an existing line item, simply select that line and press the Insert key on your keyboard.
3. Similarly, to delete an item, select that line and press the Delete button on your keyboard.
4. Enter any other charges included on the supplier’s invoice in the Other Charges text box.

Add the foreign costs

1. Enter the foreign unit price for the line items in the F.UNIT PRICE text box in the supplier's currency.

Enter a sales order

1. Enter (or select) the sales order number that the purchase order pertains to, if applicable, in the ORDER column.

Add the import charges

1. Click the Charges button.
2. Enter (or select) the appropriate supplier account number for the appropriate line in the ACCOUNT column.
3. Enter the exchange rate for the transaction for the appropriate line in the EXCHANGE RATE column.
4. Enter the amount for the transaction for the appropriate line in the AMOUNT column.
5. Enter the amount of tax for the transaction for the appropriate line in the TAX column.
6. Enter the supplier invoice number for the transaction for the appropriate line in the INVOICE NUMBER column.
7. Click the Accept button.

Calculate the cost of the GRV in the local currency

1. Click the Do Costing button.
2. Click the Accept button.

Generate the GRV

1. Click the Accept button.
2. Specify the print options and click the OK button, or click the Cancel button to close the window.

If an import GRV is created that contains serialised items, the GRV items need to be scanned. Have a look at this guide to see how to do this.

Creating an import GRV without a purchase order

Watch this video to see how to create an import GRV without a purchase order or follow the steps below it.

Navigate to the correct window

1. Navigate to Creditors / Goods Received Vouchers / Enter Import GRV.

Enter the GRV details

1. Enter 0 in the Order Number text box and press Enter.
2. Check that the following message box appears: Purchase order not found - do you want to accept it?
3. Click the Yes button.
4. Enter (or select) the supplier account number in the Account text box.
5. Enter the date that the goods were received in the Date text box.
6. Enter the supplier invoice number in the Supplier Invoice text box.
7. Change the exchange rate in the Exchange Rate text box, if applicable.

Add the inventory items

1. Enter (or select) the appropriate item number in the ITEM NUMBER column.
2. Enter the quantity of the items in the QUANTITY column.
3. Enter the foreign unit price for the line items in the F.UNIT PRICE column in the supplier's currency.
4. Enter (or select) the sales order number that the item pertains to, if applicable, in the ORDER column.
5. Enter any other charges included on the supplier’s invoice in the Other Charges text box.

Add the import charges

1. Click the Charges button.
2. Enter (or select) the appropriate supplier account number for the appropriate line in the ACCOUNT column.
3. Enter the exchange rate for the transaction for the appropriate line in the EXCHANGE RATE column.
4. Enter the total amount including tax for the transaction for the appropriate line in the AMOUNT column.
5. Enter (or select) the appropriate tax code for the appropriate line in the CODE column.
6. Enter the amount of tax for the transaction for the appropriate line in the TAX column.
7. Enter the supplier invoice number for the transaction for the appropriate line in the INVOICE NUMBER column.
8. Click the Accept button.

Calculate the cost of the GRV in local currency

1. Click the Do Costing button.
2. Click the Accept button.

Generate the GRV

1. Click the Accept button.
2. Print the goods received voucher by specifying the print options and clicking the OK button, or click the Cancel button to close the window.

If an import GRV is created that contains serialised items, the GRV items need to be scanned. Have a look at this guide to see how to do this.