Create an import order and receive the goods (GRN)

Before you start

• Add the overseas supplier and each local service vendor (forwarder, clearing agent, transporter) under Purchase → Vendors.
• Each imported item must exist in Inventory, so the goods can be received into stock.

Steps

1. Open MAJA Books and click Purchase in the left menu, then Import Orders.
2. Click New Import Order. The screen shows the stages Ordered → Shipped → Customs → Warehouse → Completed.
3. In 1. Order Details, check Import Order # * and Order Date *, then choose the Currency, Overseas Supplier *, Country of Origin, Port of Loading, Port of Discharge, Incoterm, Shipping Mode, Payment Terms, Expected Arrival and Exchange Rate to AED.
4. In 2. Items & HS Codes, pick each item and enter HS Code, Qty, Unit, Unit Price (FCY) and Duty %. Click ＋ Add Item for more. Totals show in the foreign currency and in AED.
5. In 3. Shipment & Tracking, fill the Bill of Lading / AWB #, container, vessel, dates and forwarder as you get them.
6. In 4. All Costs & Vendors, click Add Cost / Vendor for every invoice: the vendor, Cost Type (Goods, Ocean Freight, Air Freight, Insurance, Customs Duty, Import VAT, Clearing Charges, Port Charges and so on), invoice reference, date, currency, amount, VAT %, Capitalize? and whether the cost is estimated or actual.
7. In 4B. Bill of Entry, enter BOE Reference # (Mirsal), BOE Date, Declaration Type, Importer TIN and Customs Broker. CIF value, customs duty and VAT are read from the cost lines.
8. Under Customs & VAT, choose the customs duty basis (No duty, From the HS rates or As per the Bill of Entry) and the import VAT treatment: Reverse charge or Paid at customs (with Insert Import VAT line).
9. Click Save Draft.
10. When the actual invoices are in, click Post Actual Bills. MAJA creates a bill for each actual cost line that has a vendor.
11. When the goods reach your warehouse, set Import Stage, Warehouse / Location and Inspected By in Goods Receipt & Status, then click Create GRN & Post (or Complete Import & Post at the top).
12. Read the preview of the journals and confirm.

What MAJA does for you

• Bills posted from the order go into Goods-in-Transit, not straight to stock.
• The GRN puts the goods into inventory as FIFO layers at landed unit cost: all costs marked Capitalize = Yes are spread over the items — duty by the items' Duty %, the rest by value. Recoverable VAT is kept out of the stock cost.
• With Reverse charge, MAJA self-accounts import VAT on CIF + duty: Dr Input VAT / Cr Output VAT, net zero cash.
• Costs not yet billed at GRN are held as accrued import costs; when their actual bill is posted later, any difference is revalued into the stock.
• Preview Journals shows the entries before anything posts, and the Import Status checklist tracks costs, Bill of Entry, payments, GRN and posting.

Good to know

• Post Actual Bills says Nothing to post when no actual line with a vendor is left; estimated lines post at true-up.
• The GRN is refused if an item line is not linked to an inventory item, if no line has a quantity, or if nothing is capitalized.
• The GRN is dated the day you post it.
• After the GRN, the goods, supplier, currency and rate are locked; reverse the GRN first to change them (click Create GRN & Post again and confirm the reversal).
• If you are not VAT-registered, there is no reverse charge: import VAT paid at the border becomes part of the landed cost.
• A deposit paid to the overseas supplier before shipping is recorded as a vendor advance (Payments Made → Advance Payment, Reference Type Import Order).