The Vendor shipment module is used to add items to open stock.  You can either recieve a previously created purchase order - or if you created the vendor order outside of MicroBiz, you can create a vendor shipment for the items being received without a purchase order.


You can adjust the costs and prices of an item being received right in the vendor shipment.  There are also fields at the bottom for shipping and other miscellaneous costs.  The goal enter the quantities and costs of items received so that the total on the Vendor Shipment matches exactly with the amount due the vendor for the shipment.


Step One: Create New Vendor Shipment

 

  • From Inventory >> Vendor Shipments>> click "+ Vendor Shipment" as shown in screen below.




  • In the Vendor field at the top, enter the Vendor that shipped you the items.  





  • Select Order Store - this shipment will be added to this stores inventory
  • Other information - you can change the date the shipment arrived (not into the future just the past) and set the packing slip and invoice number if they are known. These fields can help you match shipments to invoices and will be used if you integrate your supplier shipments to an accounting program.
  • Notes provides a place for receiving staff to indicate problems or special notes - Purchase Order notes will also show here so that the buyers intentions on certain orders can be communicated to receiving staff.


Step Two: Add Items to the Vendor Shipment


  • Scan or enter items using SKU, Item Name, ID, alternate ID 
  • Use the Add New button in the Action Menu>Items to create a new product record on the fly.
  • Alrernatively, you can add multiple Items by using Advanced search.  In the find item dialogue multiple items can be selected at the same time helping you quickly add existing items to the shipment. Once you have selected items, click on "+ Add Shipment".
Pro Tip: Use Save as Draft to indicate 'you are not done' - this save saves your work but does not update the inventory yet. 





Editing Costs and Prices


You have the ability to edit the cost and price of an item from within the vendor shipment. This will allow you to update the current cost and resale price based on the actual acquistion cost.


You will be prompted whether to use the adjusted cost just for the items in this shipment, or to update the product record for the updates.






Troubleshooting:  Did you recieve a 'Cannot receive products from aother vendor' error message?  By default, only items from this supplier will be available to be added to this shipment.  If you would like to recieve items from other vendors in this Vendor Shipment, go the the Settings tab in the desired vendor record and select the 'Treat Vendor as a Distributor' checkbox.  This will allow you to add any product from any vendor to a Vendor Shipment.


Step Three: Mark as 'Complete' to Add Items to Open Stock


Once you are finished adding items to the shipment and adjusting costs so that the total indicated in MicroBiz matches the total due the vendors, you can change the Shipment Status to Completed or press the bottom blue 'Mark Order Complete' button. Your inventory will be updated.







Other Ways of Doing This:

  • You can manually change the open stock of an item from the Inventory tab in the Product Record.
  • You can create an Inventory Adjustment to adjust stock of the items on the Adjustment
  • New items can have a beginning balance and cost set on the Inventory tab of the Product Record.
  • You can bulk update or adjust open stock using a CSV import