Walkthrough: Empty goods and deposits in purchase transactions

Besides our own beers, we also sell German wheat beer that we purchase from the Bavarian Brewery AG to our customers. For the beer in crates, they charge us with a deposit of 0.10 EUR per bottle and 2,50 for a crate. We order one pallet, that contains 40 crates.

Purchase Order with returnable empties

1. Select the Search icon , enter Purchase Orders, and then choose the related link.
2. On the action bar, select New to create a new entry.
3. In the Vendor Name field, enter the name Bavarian Brewery.
4. Fill in lines:

   Item	Quantity
   1780	40

5. On the action bar, select Release.
6. On the Lines FastTab, choose the Manage > Expand action.
7. Verify the G/L Account line with description EMPTY BOTTLE 50CL – Returnable and EMPTY DE CRATE 20, they should show:
   • account number 1051100 (Vendor Deposit Payment on empty goods)
   • a line amount of 185.60 and 239,72.
8. Select the line of the Type = Item and choose the Related Information > Deposit Amount action.
9. On the Document Empty Goods Lines, verify the values. Hover over a field to read a short description.

Explanation

The vendor (81000) in this exercise is set up with an Empty Goods Business Group.
This code (DEP):

• Has Movement Type Deposit, which means that a deposit amount will be calculated on het invoice of the goods.

The location (BLUE-BOND) in this exercise is set up with an Empty Goods Location Group (DEP).

The item (1710) in this exercise is set up with an Empty Goods Code.
This code (DE CRT 20x0.50):

• has account number 1051100 as Purchase Deposit Account.
• has item classifications that define Item 9050 and 9311 as the empty item.
• has a rule that defines the Movement Type (Deposit) for the combination of:
  • Entry Type = Purchase (we did a Purchase Order)
  • Empty Goods Business Group = DEP (from our vendor 81000)
  • Empty Goods Location Group = DEP (from our location BLUE-BOND)
  • When the system finds a match of the document line (our purchase order line with item 1710) with an empty goods rule, the movement type of that rule will be applied on the document line.

Receive and Invoice Empty Goods

1. On the Purchase Order, now choose the Post (Ship) action.
2. Select the Receipts actions and choose Find Entries to verify the posting:
   • Open the Empty Goods Ledger Entry that was created with the posting.
   • The Quantity in the entry is 40.00, we received 40 empty 50L kegs to vendor Bavarian Brewery (81000) that we now can trace.
   • The Invoiced Quantity and Deposit Amount in this entry is 0.00. We only received the goods and did not post the invoice yet.
3. Go back to the purchase order by closing pages.
4. Select the Post (Invoice) action and open the posted invoice.
5. Select the Find Entries action and verify the Empty Goods Ledger Entry that was created on the invoice action.
   • The Quantity in the entry is 0.00, the receipt was already done.
   • The Invoiced Quantity and Deposit Amount in this entry now have values.

Empty Goods Balances

1. Close all pages and go back to your role center.
2. Select the Search icon , enter Vendors, and then choose the related link.
3. Select Vendor 81000 and choose the View action.
4. On the Vendor Card:
   • Verify the Deposit Amount and quantities per Empty goods item on the Empty Goods Balance FactBox. DrillDown to see the details.

Empty Goods Returns to Vendors

In the beverage industry, it is common practice to return empty goods to a vendor when ordered goods are received. Drink-IT Empty Goods Management has some features that support you in this process in flexible way.

Our vendor Mortimor Brewery (82000) is a UK producer of lager and ale beers. In the United Kingdom, casks are in general returned to the producer.

1. Select the Search icon , enter Purchase Orders, and then choose the related link.
2. Select New to create a new entry.
3. In the Vendor field, enter the name Mortimor Brewery (82000).
4. Fill in lines:

   Item	Quantity
   1510	40
   1610	40
   1680	12

5. Select the Post (Receive) action (if the system asks you to connect this order to a call entry, choose yes).

The next step in this walkthrough is the registration of the returns. Multiple scenario’s can be in place:

A. Combine the receipts and returns in one document, this purchase order.
B. Register the returns in a separate return order.
C. Register the returns in a connected return order with the same document number as the order.

Scenario A.

1. On the Purchase Order, choose the Return Entry action.
2. Enter Quantity 40 and Item 1510 in the Quick Entry FastTab and close the page with applying changes.
3. On the Purchase Order, a new line for the return is created.
4. Select the Post (Receive and Invoice) action.

Scenario B.

1. On the Purchase Order, choose the Return Entry action.
2. Enter Quantity 40 and Item 1510 in the Quick Entry FastTab and close the page with applying changes.
3. On the Purchase Order, a new line for the return is created.
4. Select the Reopen action.
5. Select the Move Negative Lines action.
6. On the Move Negative Purchase Lines page, select Return Order in the To Document Type field and choose OK.
7. Select Yes to view the Return Order that was created.
8. Select the Post (Receive and Invoice) action.

Scenario C.

1. In the Purchase Order, choose the Return Entry action.
2. Enter Quantity 40 and Item 1510 in the Quick Entry FastTab and close the page with applying changes.
3. On the Purchase Order, a new line for the return is created.
4. Select the Reopen action.
5. Select the DIT Move Negative Lines action.
6. On the Move Negative Purchase Lines page, in the To Document Type field, select Return Order, and choose OK.
7. Select Yes to view the Return Order that was created with the same No. as the Purchase Order where it was created from.
8. Select the Post (Receive and Invoice) action.