Receiving section.
To receive Orders into Inventory, select the "Enter Receipt" option. The following screen will appear:
When receiving an Order, you are presented with the following options:
- Order #
Enter the Order Number of the Purchase Order, Transfer Order or Sales Return whose Line Item(s) you want to receive into Inventory. The browse button located to the right of the field leads to a searchable list of Purchase Orders available for receiving. This option will be disabled if a Transfer Order is specified.
- Assign all Lot Controlled Items to single Lot #
Select if you want all the Lot-controlled Items in a Receiving session to be assigned the same Lot Number. Lot Numbers are assigned when Receipt(s) are posted. This option applies to Lot-controlled Items only. There is no impact on received Items which are not Lot-controlled. For perishable Items, you will also be given the opportunity to enter an expiration date. Expiration dates apply only to Item Sites marked as perishable.
- Order Line Items
Display lists Order Line Items available for receipt confirmation.
Tip
Before a Purchase Order can be received successfully, A/P Account Assignments for the specified Vendor must be in place.
To the far right of the screen, the following buttons are available:
- CANCEL
Closes the screen without entering a Receipt, returning you to the application desktop.
Select to print the paperwork associated with the specified Order.
- POST
Select this button to post the Receipt quantity to Inventory.
- SAVE
Select this button to save the Receipt quantity for posting at a later time. Saved Receipts may be posted later from the List Unposted Receipts screen.
- PRINT LABEL
Highlight a Line Item, then select this button to print a Receiving Label for the specified Line Item.
- ENTER RECEIPT
Highlight a Line Item, then select this button to reach the Receipt detail screen. Double-clicking on a Line Item will also bring you to the Receipt entry screen. This option will be disabled if a Transfer Order is specified.
- RECEIVE ALL
Select to receive all Line Items simultaneously.
Note
If the Item you are receiving is a Multiple Location Control (MLC) Item, you will be prompted to specify the Location you want to distribute the stock to.
To enter Receipt details, highlight a Line Item and select the ENTER RECEIPT button. The following screen will appear:
When entering Receipt details, you are presented with the following options:
- Order Type
Displays whether receipts is for a Purchase Order (P/O), Transfer Order (T/O) or Return (R/A).
- Order Number
Displays the Purchase Order Number specified on the previous screen.
- Line #
Displays the line number for the specified Purchase Order Item.
- Item Number
Displays the Item Number for the Purchase Order Item.
- UOM
Inventory Unit of Measure.
- Vend. Item Number
Displays the Vendor's Item number for the specified Item.
- Vendor Item Description
Displays Vendor's description of specified Item.
- Inv./Vendor UOM Ratio
Displays the ratio between Inventory and Vendor Units of Measure.
- Qty. to Receive in Inv. UOM
Displays the quantity to be received into Inventory based on the Inventory Unit of Measure.
- Qty. to Receive
Specify the Line Item quantity you want to receive into Inventory. Depending on how your system is configured, you may or may not be allowed to receive more than the quantity ordered.
- Vendor UOM
Displays the Vendor's Item UOM for the specified Item.
Note
This is the unit of measure the items should be received in. They will be converted to the inventory unit of measure based on the ration displayed beside Inv./Vendor UOM Ratio.
- Qty. Ordered
Displays the quantity ordered of the specified Item
- Qty. Received
Displays the quantity received of the specified Item.
- Qty. Returned
Displays the quantity returned of the specified Item, if any.
- Freight
If Line Item freight charges were specified when the Line Item was created, then those charges will automatically appear here. If you receive a partial quantity and decrease the Freight amount accordingly, the system will automatically show the remaining Freight balance due when you go to receive the remaining quantity.
- Due Date
Displays the date the Item is due to be received.
- Date Received
Enter the date you want the receiving transaction to be posted to the General Ledger. By default, receipts will be posted on the current day. However, this feature gives you the option to post transactions on an alternate date.
- Notes
This is a scrolling text field with word-wrapping for entering Notes related Items being received into Inventory.
To the far right of the screen, the following buttons are available:
- CANCEL
Closes the screen without receiving any of the Line Item quantity.
- RECEIVE
Select to receive the specified Line Item quantity.
When you are receiving an Order, you have the option to either post it or save it for posting later. If a Receipt is saved for posting later, it will appear on the List Unposted Receipts screen. To access your unposted Receipts, select the "List Unposted Receipts" option. The following screen will appear:
The "Unposted Receipts" screen displays information on all existing unposted Order Receipts, including Order Number, Order Type, Vendor name, Line Item Number, Order due date, Inventory Item Number, Inventory UOM, Vendor Item Number, Vendor UOM, quantity ordered, quantity received, quantity to receive, receipt date, and G/L posted date.
Tip
You may select multiple Receipts for printing or posting by highlighting them using your mouse—or a combination of your mouse and either the SHIFT or CTRL keys.
To the far right of the screen, the following buttons are available:
- CLOSE
Closes the screen, returning you to the application desktop.
Highlight an Order and then select this button to print a copy of the selected Order.
- NEW
Opens screen for entering a new Receipt.
- EDIT
Enables you to edit Receipts by correcting the received quantity or freight amount. Double-clicking on a Receipt will also bring you to the editing screen.
- POST
Highlight a Receipt and then select this button to post the selected Receipt.
- DELETE
Highlight a Receipt and then select this button to remove the Receipt from the list.
- VIEW ORDER ITEM
Highlight a Receipt and then select this button to reach a read-only view of the original Order Line Item screen.
Purchase Order Returns are used in the event that Purchase Order Items need to be returned to a Vendor, as shown in the following screen:
Tip
Privileged users will be given the option to generate an A/P Credit Memo in the amount of the Return when the Return is posted. This option is available when returning against closed Purchase Order Line Items. Closed Purchase Orders will be reopened automatically in this scenario to allow for future Receipts. If the option is not used—or if a Line Item is not closed at the time of a Return—then the Return may be processed normally from the "Uninvoiced Receipts and Returns" screen.
When entering a Purchase Order Return, you are presented with the following options:
- P/O #
Enter the Purchase Order Number of the Purchase Order whose Line Item(s) you want to return.
- Show Closed P/Os
Select to include closed Purchase Orders in the list accessible from the "P/O#" field.
- Print Return Report
Select if you want to print a Return report when the Return is posted. The report will be printed when you select the POST button.
- Return Address
Enter the Address where the Return should be sent. By default, the Address used will be the same as the main Vendor Address found on the Vendor master. You may edit the Address information before posting the Return.
- Purchase Order Items
Display lists Purchase Order Line Items available for return.
To the far right of the screen, the following buttons are available:
- CANCEL
Closes the screen without entering a Return, returning you to the application desktop.
- POST
Highlight a Line Item, then select this button to remove the returned Line Item quantity from Inventory. For privileged users, an A/P Credit Memo may be generated in the amount of the Return when the Return is posted. This option is available when returning against closed Line Items. If used, the Line Item will be automatically reopened to allow for future Receipts. Also, a Return report will be printed if the "Print Return Report" option is selected.
- ENTER RETURN
Highlight a Line Item, then select this button to initiate a Return. Double-clicking on a Purchase Order Line Item will also bring you to the Return Item screen.
Note
If an Item you are returning is a Multiple Location Control (MLC) Item, you will be prompted to specify the Location you want to issue the stock from.
To enter Return details, highlight a Purchase Order Item and select the ENTER RETURN button. The following screen will appear:
When entering Return details, you are presented with the following options:
- P/O Number
Displays the Purchase Order Number specified on the previous screen.
- Line #
Displays the Purchase Order Line Item number selected on the previous screen.
- Item Number
Displays the Item Number of the Line Item selected on the previous screen.
- UOM
Inventory Unit of Measure.
- Vend. Item Number
Displays the Vendor's Item number for the specified Item.
- Vendor Item Description
Displays Vendor's description of specified Item.
- Vendor UOM
Displays the Vendor's Item UOM for the specified Item.
- Inv./Vendor UOM Ratio
Displays the ratio between Inventory and Vendor Units of Measure.
- Qty. Ordered
Displays the quantity ordered of the specified Item.
- Qty. to Return
Specify the quantity of the Item you want to return.
- Returnable Qty.
Displays the quantity available to be returned. The maximum returnable quantity is the original quantity ordered. The system will not allow you to return more than the returnable quantity.
- Reject Code
Specify a code to describe the return.
To the far right of the screen, the following buttons are available:
- CANCEL
Closes the screen without entering a return for the Purchase Order Line Item, returning you to the application desktop.
- RETURN
Select to return the specified Line Item quantity. When posting a Return, privileged users will be given the option to generate an A/P Credit Memo in the amount of the Return. This option is available when returning against closed Purchase Order Line Items. Closed Purchase Orders will be reopened automatically in this scenario to allow for future Receipts.
Receiving Forms section.
Receiving Labels may be printed for Purchase Orders, Transfer Orders, and Return Authorizations. To print receiving Labels by Order, select the "Print Labels by Order" option. The following screen will appear:
When printing receiving Labels by Order, you are presented with the following options:
- Order #
Enter the Number of the Order you want to print receiving Labels for.
- Report Name
Specify the name of the receiving Label Form you want to print.
- Labels
Specify the range of receiving Labels you want to print.
To the far right of the screen, the following buttons are available:
- CANCEL
Closes the screen without printing any receiving Labels, returning you to the application desktop.
Prints specified number of receiving Label copies for the specified Order.