Booking Off - Gatekeepeer Reference
Introduction
Booking Off is the process when the user confirms that the items received from the supplier match against the order placed, this process creates an estimate or an invoice in the Finance Module.
There are 3 main processes that are linked within the Booking Off process. Book Off, Back Order and Credit Note.
The Book Off is the part of the process you will use most of the time, this is when you confirm that the items received matches what was ordered with no discrepancies.
The Back Order process is the part of the process where the order does not match ordered quantities and the supplier offers a back order option(Refer to the company Policy on the use of Back Orders)
The Credit Note option is also part of the process where the order does not match ordered quantities and allows you to request the difference in value from the supplier.
Assumptions
That an order has been placed and received.
That there is a Purchase Order
The Gatekeeper has set the required option on amending the delivery quantities and value amounts: there are two options on how to book off and each outlet will have a set mode to book off.
Where to find this
To Book off orders go to Stocktaking then Requisitions. You can click Orders Outstanding on this menu.
Step-by-step guide
Step 1.Click on Orders Outstanding > Select the order for Booking Off
Step 2. Check the delivered items against the ordered items, amend any orders if there are differences by changing the quantity and provide reason from the dropdown menu.
Note: When Booking Off there are a few options as screens that will be made available.
The default option allows you to Book Off or Book off and Convert to Invoice. This option is illustrated in the first Booking Off Option.
Option 1 for Booking Off- With Invoice(This is a client option, refer to your company policy for the use of this function)
Select to "Book Off and Convert to Invoice" if you have received the invoice and enter Invoice number and any VAT amount.
Note: This will create an estimate in the Finance Module.
Step 4. Click UPDATE ORDER.
Option 2 for Booking Off- With delivery note
Select 'Book Off' as a default and UPDATE ORDER
Options 3 and 4 describe the option to amend the values of the items per line or for the net total of the delivered items.
Option 3 for Booking Off-You may amend the unit price column (This is a client option, refer to your Company Policy on the use of this function)
This option allows the user to change the unit price of the line items.
You would not need to amend each individual line to show the new amount (See Related Guide for Auto Adjustment Book Off)
This is useful when you have ordered multiple items by weight, for example you ordered 1kg of tomatoes but received 1.01kg, the same for other weighted goods
Option 4 For Booking Off-Auto Adjustment Book Off processes
If you can see the 'Net Amount' field that can be amended (See Related Guide for Auto Adjustment Book Off-This is a client option, refer to your specific company policy )
You can amend the net amount on an order, this option is useful if you are receiving weighted goods that change in value each time.
(Refer to your Gatekeeper for Permissions to Auto Adjustment Book Off.)
Back Order option:
Please note : You have the option to select Back Order if the supplier has agreed to deliver part of the order at a later stage.
For example, If you have ordered 10 of an item and 4 have been delivered and 6 are to go on back order, you will need to amend the Qty to 4 to show the quantity received. As long as you tick the Back Order box, the other 6 will go on back order to be booked off at a later stage.
you cannot amend the unit price for each product, instead you can amend the total value of the order
When booking off is complete you can view in Finance modules under Purchasing as Estimates or Invoices.
Credit Notes
If you have reduced the quantity of an item received, you can generate a credit note to be sent to the supplier.
This option will appear once you have amended the quantity and selected whether you are booking off or booking off and converting to invoice and clicked on Update Order.
The Credit Note option will only be available when you amend quantity of goods received. If you amend the 'Net amount' you will not get the credit note request option.
To view credit note you have entered and other requested credit note requests (See related guide on Credit Notes)
Other tools
Building your purchase order
Related Guides