# Goods Received Notes (GRV) Menu

# Goods Received Note (GRV) Search

<span class="ts10">Video training manual 2016 - </span>[Click Here](https://vimeo.com/357004853)

<span style="color: rgb(45, 194, 107);">**<span class="ts15">Creditors &gt; Activity&gt; Goods Received Note</span>**</span>

<span class="ts15"><span class="ts0">Record of goods received at the point of receipt. This record is used to confirm all goods that have been received</span></span>

<span class="ts15"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3453).png)

---

#### Clone GRV

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3463).png)

<span class="ts11">Clone Function</span>

<span class="ts0">Select the GRV you want to clone and click on Clone</span><span class="ts0"> Button</span>

---

#### <span class="ts0">Import</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/scaled-1680-/7p0image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/7p0image.png)

---

#### <span class="ts0">Import XML into GRV</span>

**<span class="ts15" style="color: rgb(45, 194, 107);">Creditors &gt; Activity &gt; Goods Received Note</span>**

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3466).png)

<span class="ts0">Import into GRVs from XML Help</span>

<span class="ts0">The function of this window is to import data from a predefined XML file into GRV documents.</span>

<span class="ts0">The following action are carried out during the importation process</span>

<table border="1" id="bkmrk-1-the-xml-file-is-re" style="border-collapse: collapse; width: 76.7901%;"><colgroup><col style="width: 5.56105%;"></col><col style="width: 94.4142%;"></col></colgroup><tbody><tr><td>**1**</td><td><span class="ts0">The XML file is read and GRVs are created and processed.</span></td></tr><tr><td>**2**</td><td><span class="ts0">Create a reciprocating invoice converted it to a PDF file and attached it to the GRV.</span></td></tr><tr><td>**3**</td><td><span class="ts0">Create a Creditors Cash Book for all the successfully processed GRVs.</span></td></tr></tbody></table>

<span class="ts0">At various stages during the above action an email will be sent to the selected recipient reporting on the errors or failures of the process.</span>

<span class="ts0">When initially opening the import window only the Select File button is active. Click on this button and navigate to the location of the XML file that is to be imported. Once the file has been located and select click on the Upload button. A confirmation message will be displayed if the file was successfully uploaded. Click OK to continue.</span>

<span class="ts0">The input items are required and cannot be skipped.</span>

<span class="ts0">Select a user from the drop down / quick search box to email the error / failure report to.</span>

<span class="ts0">Select the Bank Account that will be used when creating the Creditors Cash Book.</span>

<span class="ts0">Enter a name for the Creditors Cash Book.</span>

<span class="ts0">Cash Book Reference.</span>

<span class="ts0">Cash Book Date.</span>

<span class="ts0">Once all the above have been selected / entered then click on the Import button.</span>

---

#### <span class="ts0">Farmland Invoices Import</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/scaled-1680-/m5dimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/m5dimage.png)

# Edit Goods Received Note

<span class="ts7">This is where GRV is created</span>

<span class="ts50">Basic Tab</span><span class="ts7"> </span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3461).png)

<table border="1" id="bkmrk-supplier-name-will-s" style="border-collapse: collapse; width: 85.0617%; height: 207.2px;"><colgroup><col style="width: 30.266%;"></col><col style="width: 69.7035%;"></col></colgroup><tbody><tr style="height: 29.6px;"><td style="height: 29.6px;">**<span class="ts7">Supplier Name</span>**</td><td style="height: 29.6px;"><span class="ts7">will show the name of the supplier once it has been selected and saved.</span></td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**<span class="ts7">Supplier</span>**</td><td style="height: 29.6px;"><span class="ts7">to select the supplier</span></td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**<span class="ts7">Date Received</span>**</td><td style="height: 29.6px;"><span class="ts7">to enter the date on the suppliers invoice</span></td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**<span class="ts7">Short Description</span>**</td><td style="height: 29.6px;"><span class="ts7">to add brief description of the invoice</span></td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**<span class="ts7">Reference</span>**</td><td style="height: 29.6px;"><span class="ts7">to enter the reference of the invoice</span></td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**<span class="ts7">Order Number</span>**</td><td style="height: 29.6px;"><span class="ts7">to enter the order number of the invoice</span></td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**<span class="ts7">Supplier Invoice No</span>**</td><td style="height: 29.6px;"><span class="ts7">to enter supplier’s invoice number</span></td></tr><tr><td>**<span class="ts7">Debtor Status</span>**</td><td><span class="ts7">enter creditor’s status</span></td></tr><tr><td>**<span class="ts7">Address Tab</span>**</td><td><span class="ts7">shows a creditors address details</span></td></tr><tr><td>**<span class="ts7">Save button</span>**</td><td><span class="ts7">saves above details and the rest of the functions will be visible</span></td></tr><tr><td>**<span class="ts7">More Details button</span>**</td><td><span class="ts7">allows a user to add some details relating to the invoice</span></td></tr><tr><td>**<span class="ts7">Process button</span>**</td><td><span class="ts7">to process the invoice</span></td></tr><tr><td>**<span class="ts7">Close button</span>**</td><td><span class="ts7">closes goods received note screen</span></td></tr><tr><td>**<span class="ts7">Document Currency Tab</span>**</td><td><span class="ts7">shows goods received note lines currency details</span></td></tr><tr><td>**<span class="ts7">System Currency Tab</span>**</td><td><span class="ts7">shows goods received note lines system currency details</span></td></tr><tr><td>**<span class="ts7">Clear Discount button</span>**</td><td><span class="ts7">removes the discount</span></td></tr><tr><td>**<span class="ts7">Insert</span>**</td><td><span class="ts7">to create GRV lines</span></td></tr><tr><td>**<span class="ts7">Edit</span>**</td><td><span class="ts7">view or allow some changes to be done on the invoice lines</span></td></tr><tr><td>**<span class="ts7">Delete button</span>**</td><td><span class="ts7">to delete selected GRV lines</span></td></tr><tr><td>**<span class="ts7">Print button</span>**</td><td><span class="ts7">to print the GRV</span></td></tr><tr><td>**<span class="ts7">Import S/N Tab</span>**</td><td><span class="ts7">is used to import serial number items</span></td></tr><tr><td>**<span class="ts7">Extra Tab</span>**</td><td><span class="ts7">allows the user to view how the GRV was prepared from purchase order</span></td></tr><tr><td>**<span class="ts7">Reminder Tab</span>**</td><td><span class="ts7">to set up a reminder of anything, works like an alarm</span></td></tr></tbody></table>

# Goods Received Voucher (GRV) Process

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;">Go to <span style="color: rgb(45, 194, 107);">**Creditors Module&gt; Activity**</span></span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;">Select Goods Received Note (GRV) menu item</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif; mso-no-proof: yes;">![](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-08/embedded-image-6cy3jjh2.png)  
</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;">Enter the Supplier Name and select the required Date Range</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;">Click Search</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif; mso-no-proof: yes;">![](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-08/embedded-image-gjnwsfwq.png)  
</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;">You can Double Click the Line or Click the Edit button in which case the GRV will open and you can then verify any details.</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;">Typically, there would be no need to make any changes at this stage.</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;">The Supplier invoice should now be attached to the GRV:</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;">Click on the Attachments Icon</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif; mso-no-proof: yes;">![](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-08/embedded-image-vt1bofdn.png)  
</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;">As shown in prior manuals, you can upload the document from a folder on your PC or you can Drag &amp;Drop the document.</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;"> </span><span lang="EN-GB" style="font-family: 'Arial',sans-serif; mso-no-proof: yes;">![](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-08/embedded-image-d5ezn1vy.png)  
</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;">Enter a Name and description for the document.</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;">The document will be uploaded.</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;">You can click once on the attachment line in the grid and then click View button to view the document attached.</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;">Click Close Button</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;"> </span><span lang="EN-GB" style="font-family: 'Arial',sans-serif; mso-no-proof: yes;">![](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-08/embedded-image-ynjctdc5.png)  
</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif; mso-no-proof: yes;">Once you are satisfied that the entry is correct and all supporting documents attached, you can now process the GRV</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif; mso-no-proof: yes;">To do this, highlight the transaction on the grid and click the Process button</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif; mso-no-proof: yes;">![](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-08/embedded-image-pk4ykus3.png)  
</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;">Click Yes on the Pop up message</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;">The GRV will then Print to screen.</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;">You can then print if needed. This is not necessary as all documents are stored on the system and can be retrieved at any time.</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;"> </span><span lang="EN-GB" style="font-family: 'Arial',sans-serif; mso-no-proof: yes;">![](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-08/embedded-image-wwxmcldz.png)  
</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;">The Goods Received Voucher (GRV) is now processed, which updates the Stock control account, Stock Quantities and the Supplier Account.</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;">In the event that a Purchase order relates to non-stock items, then the respective General Ledger Accounts as setup on the Custom Items setup will replace the stock control account.</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;">Alternatively, the administrator could set the system to prompt for Posting:</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;">This feature allows the user to select the GL account to be posted to for transactions.</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;">Eg: in the case of a custom item, let’s say Telephone expense:</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif;">When you process the GRV, the below screen can be triggered which allows you to select the required contra GL account</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif; mso-no-proof: yes;">![](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-08/embedded-image-ajfpwuao.png)  
</span>

<table border="1" id="bkmrk-1-tick-the-box-to-ed" style="border-collapse: collapse; width: 47.5309%;"><colgroup><col style="width: 8.03262%;"></col><col style="width: 91.9427%;"></col></colgroup><tbody><tr><td>**1**</td><td><span lang="EN-GB" style="font-size: 12.0pt; line-height: 150%; font-family: 'Arial',sans-serif; font-weight: normal;">Tick the Box to edit the respective line</span></td></tr><tr><td>**2**</td><td><span style="font-size: 12.0pt; line-height: 150%; font-family: 'Arial',sans-serif; mso-fareast-language: EN-US;">Select the required GL Account</span></td></tr><tr><td>**3**</td><td><span style="font-size: 12.0pt; line-height: 150%; font-family: 'Arial',sans-serif; mso-fareast-language: EN-US;">Click Saves Changes to Grid</span></td></tr><tr><td>**4**</td><td><span style="font-size: 12.0pt; line-height: 150%; font-family: 'Arial',sans-serif; mso-fareast-language: EN-US;">Click Save</span></td></tr><tr><td>**5**</td><td><span style="font-size: 12.0pt; line-height: 150%; font-family: 'Arial',sans-serif; mso-fareast-language: EN-US;">Click Continue</span></td></tr></tbody></table>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif; mso-fareast-language: EN-US;"> </span><span lang="EN-GB" style="font-family: 'Arial',sans-serif; mso-no-proof: yes;">![](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-08/embedded-image-wcvscd73.png)</span>

####  

#### <span lang="EN-GB" style="font-family: 'Arial',sans-serif; mso-no-proof: yes;"></span>

---

#### <span lang="EN-GB" style="font-family: 'Arial',sans-serif; mso-no-proof: yes;">P</span><span lang="EN-GB" style="font-family: 'Arial',sans-serif; mso-no-proof: yes;">rocessing GRV from Delivery Note</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif; mso-no-proof: yes;">With the receive stock process we mentioned that stock could be received via the Delivery note option.</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif; mso-no-proof: yes;">If this option is selected at receive stock, then the entry will be found under the delivery note Processing Menu item and not the Goods Received Note Menu</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif; mso-no-proof: yes;">![](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-08/embedded-image-opfs8yaw.png)</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif; mso-no-proof: yes;"></span><span lang="EN-GB" style="font-family: 'Arial',sans-serif; mso-no-proof: yes;"><span style="font-family: Arial, sans-serif;">Search for the required PO ( Delivery note entry)</span></span>

<span style="font-family: Wingdings; mso-fareast-font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-no-proof: yes;"><span style="mso-list: Ignore;">Ø<span style="font: 7.0pt 'Times New Roman';"> </span></span></span><span style="font-family: 'Arial',sans-serif; mso-no-proof: yes;">Double click or click the edit button to open the transaction</span>

<span style="font-family: Wingdings; mso-fareast-font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-no-proof: yes;"><span style="mso-list: Ignore;">Ø<span style="font: 7.0pt 'Times New Roman';"> </span></span></span><span style="font-family: 'Arial',sans-serif; mso-no-proof: yes;">Enter the Supplier Invoice number</span>

<span style="font-family: Wingdings; mso-fareast-font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-no-proof: yes;"><span style="mso-list: Ignore;">Ø<span style="font: 7.0pt 'Times New Roman';"> </span></span></span><span style="font-family: 'Arial',sans-serif; mso-no-proof: yes;">Click Save and Process</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif; mso-no-proof: yes;">![](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-08/embedded-image-h5zre1iz.png)  
</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif; mso-no-proof: yes;">This then processes the Delivery note and the GRV</span>

<span lang="EN-GB" style="font-family: 'Arial',sans-serif; mso-fareast-font-family: 'Times New Roman'; mso-fareast-theme-font: minor-fareast;"></span>

# GRV Attachments

<span class="ts0">Select Goods Received Note (GRV) menu item</span>

<span class="ts0">Enter the Supplier Name and select the required Date Range</span>

<span class="ts0">Click Search</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3454).png)

<span class="ts0">You can Double Click the Line or Click on Amend, in which case the GRV will open and you can then verify any details.</span>

<span class="ts0">Typically, there would be not need to make any changes at this stage.</span>

<span class="ts0">The Supplier invoice should now be attached to the GRV:</span>

<span class="ts0">Double click the line (on the above screen)</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3455).png)

<span class="ts0">Click on the Attachments Tab</span>

<span class="ts0">Click </span><span class="ts0">Upload</span><span class="ts0"> Attachment</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3456).png)

<span class="ts0">Enter a description for the document</span>

<span class="ts0">Click on Browse to search for the files saved on your PC</span>

<span class="ts0">Once found and selected, click the Upload Button</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3457).png)

<span class="ts0">The document will be uploaded.</span>

<span class="ts0">You can click on “View Attachment” Button to view the document</span>

<span class="ts0">Click Close Button</span>

# Prompt For Post

<span style="color: rgb(45, 194, 107);">**<span class="ts15">Creditors &gt; Activity &gt;Goods Received Note &gt; Process</span><span class="ts2"> </span>**</span>

<span class="ts0">When the prompt for posting screen comes up and you want to change the ledger account that it posts to, </span><span class="ts0">tick </span><span class="ts0">on the </span><span class="ts0">box</span><span class="ts0"> </span><span class="ts0">next to the transaction.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(828).png)

<span class="ts0"> </span><span class="ts7">Once the ledger account is changed click on the save </span><span class="ts7">changes to grid </span><span class="ts7">button to change the account.</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(829).png)

<span class="ts7">To change the next account you will need to </span><span class="ts7">tick </span><span class="ts7">the second line. Do the same as the above.</span>

<span class="ts7">Now that the changes has occurred you can click </span><span class="ts7">on save button and </span><span class="ts7">Continue button.</span>

<span class="ts7">After clicking on continue the </span><span class="ts7">GRV</span><span class="ts7"> will be processed.</span>

<span class="ts7">This is a view of the related transactions after processing the </span><span class="ts7">GRV.</span>

<span class="ts7"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(830).png)

<span class="ts7">This part shows the accounts involved in a transaction.</span>

<table border="1" id="bkmrk-transaction-list-tab" style="border-collapse: collapse; width: 55.3086%;"><colgroup><col style="width: 35.639%;"></col><col style="width: 64.3189%;"></col></colgroup><tbody><tr><td>**<span class="ts7">Transaction List Tab</span>**</td><td><span class="ts7">shows a list of transactions involved</span></td></tr><tr><td>**<span class="ts7">View Accounts Tab</span>**</td><td><span class="ts7">to view the t-accounts</span></td></tr><tr><td>**<span class="ts7">Print Grid button</span>**</td><td><span class="ts7">to print the transactions</span></td></tr><tr><td>**<span class="ts7">Print T Account button</span>**</td><td><span class="ts7">to print the T accounts</span></td></tr></tbody></table>

# Outsourcing Work

<span class="ts0">This manual describes how one can receive a product and send this product out to an external supplier. This supplier changes the product and charges you an admin fee for the work done, however you receive a different product back into stock with the additional value.</span>

<span class="ts0">The first thing one must do is work out what products are been created.</span>

<span class="ts0">Example</span>

<span class="ts0">Raw material Aluminum sheet- Cost R1000-00 per sheet</span>

<span class="ts0">Qty</span>

<span class="ts0">L-shape bracket 1 R200-00</span>

<span class="ts0">U-shape bracket 1 R500-00</span>

<span class="ts0">T-shape bracket 1 R300-00</span>

<span class="ts0">Cutting cost by Supplier R500-00</span>

<span class="ts0">End products coming back into stock – Total cost of this must be R1500-00</span>

<span class="ts0">The system will also work out the additional price per product.</span>

<span class="ts0">Qty</span>

<span class="ts0">L-shape bracket 1 R400-00</span>

<span class="ts0">U-shape bracket 1 R600-00</span>

<span class="ts0">T-shape bracket 1 R500-00</span>

<span class="ts0">Here is the process you will follow.</span>

<table border="1" id="bkmrk-1-bring-in-raw-mater" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 7.58029%;"></col><col style="width: 92.5186%;"></col></colgroup><tbody><tr><td>**1**</td><td><span class="ts0">Bring in raw material stock</span></td></tr><tr><td>**2**</td><td><span class="ts0">Create a outsource supplier</span></td></tr><tr><td>**3**</td><td><span class="ts0">Do a stock return for the value of the stock item to this outsource supplier</span></td></tr><tr><td>**4**</td><td><span class="ts0">Do a GRV with importation spilt of the new items against this outsource supplier</span></td></tr></tbody></table>

<span class="ts0">Brining in current stock via a GRV</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1675).png)

<span class="ts0">Create an outsource supplier – normally the name of the supplier with outsource in front.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1676).png)

<span class="ts0">Sending out the sheets to the supplier</span>

<span class="ts0">When capturing the stock to go out to the outsource supplier, make sure it is at the average cost price of the item.</span>

<span class="ts0">Make sure that you select Non-VAT, as you have already claimed the VAT on the actual GRV of raw materials stock.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1677).png)

<span class="ts0">Stock return to Outsource supplier</span>

<span class="ts0">This way you can track how much stock the supplier has that you have sent him.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1678).png)

<span class="ts0">You will notice in your outsource supplier age analysis that it is in credit</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1679).png)

<span class="ts0">GRV incoming of new stock</span>

<span class="ts0">Some points to remember</span>

<span class="ts0">The stock items must be the cost value of the cost price of the Aluminium.</span>

<span class="ts0">Value out equals value in.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1680).png)

<span class="ts0">Next step is to add the value of the cutting of the other supplier onto the GRV. We will do this by doing the importation split.</span>

<span class="ts0">On the GRV, click on More details button</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1681).png)

<span class="ts0">Then click on the Importation Split</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1682).png)

<span class="ts0">Then click on the Insert Line button to add the invoice from the supplier who charged for the cutting of the sheet.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1683).png)

<span class="ts0">This is where you will insert the supplier invoice with the VAT.</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1684).png)

<span class="ts0">Click on close to update the GRV lines and then SAVE and CLOSE button</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1685).png)

<span class="ts0">The GRV lines will be updated with the new additional unit cost of the cutting which then gets added to the item cost.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1686).png)

<span class="ts0">If you are not happy with the additional cost per item you can manually allocate the additional costs to the items.</span>

<span class="ts0">Go to More details button and then click on Manual Importation Split button, this allows one to put your own cost price in per item.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1687).png)

<span class="ts0">In this one action, the new finished goods are updated, the added value to the items are updated and the supplier invoice is captured into the system.</span>

<span class="ts0">The Outsource Creditor will balance to zero,</span>

<span class="ts0">IF the value does not balance you can journal out the value to a Cost of sales account to balance the creditor account.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1688).png)

<span class="ts0">Creditor who did the cutting</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1689).png)

<span class="ts0">Outsource GRV Ledger accounts</span>

<span class="ts0">As you can see the stock has increased by the new value</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1690).png)

<span class="ts0">Outsource Creditor</span>

# GRV with Importation Split

<span style="color: rgb(45, 194, 107);">**<span class="ts15">Creditors/Suppliers &gt; Activity&gt; GRV</span>**</span>

<span class="ts12">T</span><span class="ts0">ypically, one would only use the importation split function when purchasing from a foreign supplier in the respective foreign currency.</span>

<span class="ts0">Let’s use the below sample data:</span>

<table border="1" id="bkmrk-foreign-supplier-is-" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 34.5985%;"></col><col style="width: 65.3767%;"></col></colgroup><tbody><tr><td>**<span class="ts0">Foreign Supplier</span>**</td><td><span class="ts0">IS Foreign Supplier</span></td></tr><tr><td>**<span class="ts0">Item Purchased</span>**</td><td><span class="ts0">Brother LC23 Value Pack at cost price of $30</span></td></tr><tr><td>**<span class="ts0">Quantity Purchased</span>**</td><td><span class="ts0">2</span></td></tr><tr><td>**<span class="ts0">Shipping Details</span>**</td><td><span class="ts0">  
</span></td></tr><tr><td>**<span class="ts0">Cartage Company</span>**</td><td><span class="ts0">DHL Couriers</span></td></tr><tr><td>**<span class="ts0">Non-Vatable cartage/Shipping charges</span>**</td><td><span class="ts0">R 200</span></td></tr><tr><td>**<span class="ts0">Custom VAT: (100% of which is VAT)</span>**</td><td><span class="ts0">R 3000</span></td></tr><tr><td>**<span class="ts0">Standard Vatable cartage/shipping charges</span>**</td><td><span class="ts0">R 1800</span></td></tr><tr><td>**<span class="ts0">Capture the GRV as you would normally do</span>**</td><td><span class="ts0">  
</span></td></tr><tr><td>**<span class="ts0">Select the Foreign supplier</span>**</td><td><span class="ts0">  
</span></td></tr><tr><td>**<span class="ts0">Enter the Date</span>**</td><td><span class="ts0">  
</span></td></tr><tr><td>**<span class="ts0">Enter the Description</span>**</td><td><span class="ts0">  
</span></td></tr><tr><td>**<span class="ts0">Enter the Reference</span>**</td><td><span class="ts0">  
</span></td></tr><tr><td>**<span class="ts0">Enter the exchange Rate applicable</span>**</td><td><span class="ts0">in this case 14</span></td></tr></tbody></table>

<span class="ts0">This is the exchange rate at which the item was secured. Also know as Spot rate in most cases.</span>

<span class="ts0">Ener the Supplier Invoice Number. This is the Invoice number from the supplier of the item.</span>

<span class="ts0">Your screen will now look as follow:</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3467).png)

<span class="ts0">Proceed to enter the item(s) purchased</span>

<span class="ts0">Click the Add button in the centre of the screen</span>

<span class="ts0">Select the item</span>

<span class="ts0">Enter the quantity</span>

<span class="ts0">Enter the Purchase price (in the foreign currency, in this case $30)</span>

<span class="ts0">Change the VAT type to: Non-VAT</span>

<span class="ts0">Click Save and Close</span>

<span class="ts0">Repeat these item entries for each different item you purchased.</span>

<span class="ts0">Your screen should then look as follows:</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3468).png)

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3469).png)

<span class="ts0">Once all the items have been captured, you can proceed to capture the Shipping invoice:</span>

<span class="ts0">On the above screen, click the Importation Split Button</span>

<span class="ts0">Then click the Add Button</span>

<span class="ts0">On this screen you are going to enter the details on the Shipping or Cartage company Invoice</span>

<span class="ts0">Select the shipping Company in the Creditor field</span>

<span class="ts0">Enter the invoice number (invoice number of the shipping company)</span>

<span class="ts0">Enter a Reference</span>

<span class="ts0">Enter the Order number</span>

<span class="ts0">Enter the Description: The description could be the line-item description on the shipping invoice, if you are capturing each line individually.</span>

<span class="ts0">OR you could capture all the Non-Vatable Line Items as a single line and the al the Vatable Lines items as another line</span>

<span class="ts0">And finally, the Custom VAT line item as the 3rd Line</span>

<span class="ts0"> </span><span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(931).png)

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(932).png)

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(933).png)

<span class="ts10">Once the transaction is processed</span>

<span class="ts10">Vat report will reflect these entries as shown below</span>

<span style="color: rgb(45, 194, 107);">**<span class="ts67">Report List&gt; VAT&gt; VAT Report Original</span>**</span>

<span class="ts67">GRV VAT Portion</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(939).png)

<span class="ts10">NON-VAT Portion</span>

<span class="ts35"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(938).png)

<span class="ts0"> </span><span class="ts10">Import Tax Portion</span>

<span class="ts35"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(937).png)

---

#### View Image Button

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/scaled-1680-/C07image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/C07image.png)

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/scaled-1680-/h8Eimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/h8Eimage.png)

# GRV posting detail per line on GL

When Processing Goods received notes (GRVs) the document header description is used by default as the transaction description on the general ledger.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-07/scaled-1680-/tqximage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-07/tqximage.png)

Should you prefer the line item description to be used as the GL transaction description, then you will need to activate the:

 **Detail per line on GL** tick box

Click the Extras Tab

tick the Detail per line on GL box

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-07/scaled-1680-/jLHimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-07/jLHimage.png)

This will then show the line description on the GL accounts.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-07/scaled-1680-/yvhimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-07/yvhimage.png)

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-07/scaled-1680-/gifimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-07/gifimage.png)

# New GRV Importation Split Manual Scansku

**<u>GRV with Importation Split from Purchase Order for ScanSku</u>**

Once you receive stock from a supplier and added all the serial numbers as required, you now need to GRV the stock in.

Go to the Goods Received Note tab under activity: Double click on the PO you are bringing in. To add the costs of freight to your landing costs you need to add the freight amount at the bottom of the Footer section, as per the screen below, or you can add this as a separate Creditors Shipping line item when you do the importation split.

<span style="mso-no-proof: yes;">![](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/embedded-image-luyomkuv.png)  
</span>

Once all the items have been captured, you can proceed to capture the Shipping invoice:

Click Importation Split Button found at the Top right of the Goods Received Note (GRV)

<span style="mso-no-proof: yes;">![](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/embedded-image-qhmvymel.png)  
</span>

Then click the Add Button

<span style="mso-no-proof: yes;">![](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/embedded-image-pzxa29cq.png)  
</span>

<span style="mso-no-proof: yes;">![](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/embedded-image-bujtxso9.png)  
</span>

On this screen you are going to enter the details on the Shipping or Cartage company Invoice

Select the shipping Company in the Creditor field

Enter the invoice number (invoice number of the shipping company)

Enter a Reference

Enter the Order number

Enter the Description: The description could be the line-item description on the shipping invoice, if you are capturing each line individually.

OR you could capture all the Non-Vatable Line Items as a single line and the al the Vatable Lines items as another line

<span style="mso-no-proof: yes;">![](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/embedded-image-kcw9kl8n.png)  
</span>

<span style="mso-no-proof: yes;">![](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/embedded-image-wlubvsqt.png)  
</span>

Once you have added your lines you can look back at the GRV Note and you will see the additional cost added to the landing cost of each stock item.

<span style="mso-no-proof: yes;">![](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/embedded-image-cjj6ee2t.png)  
</span>

Before processing the GRV we would recommend updating the Exchange rate to reflect what it was the day payment was made to the supplier, this will save you having to do another entry later to offset the difference.

<span style="mso-no-proof: yes;">![](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/embedded-image-pbbm2xiw.png)  
</span>

# GRV with Importation Split from Purchase Order (Generic)

**<u>GRV with Importation Split from Purchase Order</u>**

Once you receive stock from a supplier and added all the serial numbers as required, you now need to GRV the stock in.

Go to the Goods Received Note tab under activity: Double click on the PO you are bringing in. To add the costs of freight to your landing costs you need to add the freight amount at the bottom of the Footer section, as per the screen below, or you can add this as a separate Creditors Shipping line item when you do the importation split.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/scaled-1680-/ypuimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/ypuimage.png)

Once all the items have been captured, you can proceed to capture the Shipping invoice:

Click Importation Split Button found at the Top right of the Goods Received Note (GRV)

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/scaled-1680-/gYYimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/gYYimage.png)

Then click the Add Button

<span style="mso-no-proof: yes;">![](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/embedded-image-pzxa29cq.png)  
</span>

On this screen you are going to enter the details on the Shipping or Cartage company Invoice

Select the shipping Company in the Creditor field

Enter the invoice number (invoice number of the shipping company)

Enter a Reference

Enter the Order number

Enter the Description: The description could be the line-item description on the shipping invoice, if you are capturing each line individually.

OR you could capture all the Non-Vatable Line Items as a single line and the al the Vatable Lines items as another line

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/scaled-1680-/pAaimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/pAaimage.png)

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/scaled-1680-/JjWimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/JjWimage.png)

Once you have added your lines you can look back at the GRV Note and you will see the additional cost added to the landing cost of each stock item.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/scaled-1680-/MECimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/MECimage.png)

Before processing the GRV we would recommend updating the Exchange rate to reflect what it was the day payment was made to the supplier, this will save you having to do another entry later to offset the difference.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/scaled-1680-/Wq5image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/Wq5image.png)

At this stage you should be able to process your invoice as long as the amount on the supplier invoice and the system are the same.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/scaled-1680-/8csimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/8csimage.png)

<span style="mso-no-proof: yes;">  
</span>

# GRV lines import

There are multiple options to import data into the GRV

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-05/scaled-1680-/AqPimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-05/AqPimage.png)

---

##### Import SN (Serial Number)

Excel file import - [Import SN.xlsx](https://hugeerp10.co.za/hsofmanual/attachments/50)

File layout as below, file to have header

<table border="1" id="bkmrk-item-code-required-i" style="border-collapse: collapse; width: 76.7857%;"><colgroup><col style="width: 38.8095%;"></col><col style="width: 61.1905%;"></col></colgroup><tbody><tr><td>**Item Code**</td><td>Required</td></tr><tr><td>**Item Description**

</td><td>  
</td></tr><tr><td>**Warehouse Code**</td><td>Required</td></tr><tr><td>**Serial number**</td><td>Required</td></tr><tr><td>**Sub Serial number**</td><td>  
</td></tr><tr><td>**Best Before Date**</td><td>Date format 2025/05/15</td></tr><tr><td>**Production Code**</td><td>  
</td></tr><tr><td>**Weight**</td><td>  
</td></tr></tbody></table>

# Serial Number Import (GRV)

Using the GRV import for serial numbers is appropriate when you do not have a purchase order and want to skip that step, going straight to creating the GRV.

<span style="color: rgb(45, 194, 107);">**Creditors Module &gt; Activity &gt; Goods Received Note (GRV)**</span>

- <span style="color: rgb(0, 0, 0);">Search for your GRV</span>
- <span style="color: rgb(0, 0, 0);">Double Click on your GRV to open </span>

[![image.png](https://hugeerp.co.nz/manual/uploads/images/gallery/2026-02/scaled-1680-/image.png)](https://hugeerp.co.nz/manual/uploads/images/gallery/2026-02/image.png)

<div id="bkmrk-open-the-grv-by-doub">- **Open the GRV** by double‑clicking it
- Click on "**Functions**"
- Click on **Serial Import/Export**

</div>[![image.png](https://hugeerp.co.nz/manual/uploads/images/gallery/2026-02/scaled-1680-/BoBimage.png)](https://hugeerp.co.nz/manual/uploads/images/gallery/2026-02/BoBimage.png)

A window will appear allowing you to export a template that can be used for the import.

- Click on "**Template**" this will download an excel file

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-02/scaled-1680-/mNtimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-02/mNtimage.png)

- Enter the serial numbers here, with each item listed on a separate line as shown below.
- Save the file to your computer.

[![image.png](https://hugeerp.co.nz/manual/uploads/images/gallery/2026-02/scaled-1680-/WEyimage.png)](https://hugeerp.co.nz/manual/uploads/images/gallery/2026-02/WEyimage.png)

- Go back to the "**Serial Number Import/Export**" Screen
- Click "**Select File**"

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-02/scaled-1680-/xzzimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-02/xzzimage.png)

- Find the file you have saved.
- "**Double Click**" the file or click "**Open**"

[![image.png](https://hugeerp.co.nz/manual/uploads/images/gallery/2026-02/scaled-1680-/i6qimage.png)](https://hugeerp.co.nz/manual/uploads/images/gallery/2026-02/i6qimage.png)

You should get a Successful Import

- Click "**Verify**"

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-02/scaled-1680-/QRLimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-02/QRLimage.png)

You should again get a successful for verification

- Click "**Import**"

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-02/scaled-1680-/FNRimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-02/FNRimage.png)

You should then get a Successful for Import.

Click "**Close**"

[![image.png](https://hugeerp.co.nz/manual/uploads/images/gallery/2026-02/scaled-1680-/TTSimage.png)](https://hugeerp.co.nz/manual/uploads/images/gallery/2026-02/TTSimage.png)

<div id="bkmrk-%E2%80%A2-double%E2%80%91click-to-op">• **Double‑click** to open the line item.  
• Click the “**Serial Nos**” button.</div><div id="bkmrk--21"></div>[![image.png](https://hugeerp.co.nz/manual/uploads/images/gallery/2026-02/scaled-1680-/qKJimage.png)](https://hugeerp.co.nz/manual/uploads/images/gallery/2026-02/qKJimage.png)

This will show you all your serial numbers per item

[![image.png](https://hugeerp.co.nz/manual/uploads/images/gallery/2026-02/scaled-1680-/3ppimage.png)](https://hugeerp.co.nz/manual/uploads/images/gallery/2026-02/3ppimage.png)