Purchasing

Create a Receiver From Purchase Order

System Location: Data Entry > Purchasing > Receiving

This topic provides details on how to create a receiver using a purchase order as the source of information.

For more information see Receiving.

1. Go to the blue Data Entry button, open the Purchasing dropdown menu, and select Receiving.
2. Click New (located at the top of the page.)

General Section

1. Verify / provide the Receiver Number.
2. Select the purchase order (P.O.) to pull information from.
   1. Click Search.
   2. Select the desired purchase order from the Purchase Order - Line Item Selection screen.
      • If you use the search function after selecting a vendor, you will only yield search results from that vendor.
      • Use the search options provided if the P.O. is not displayed
        • Search options do not appear if a vendor code has already been selected.
      • More than one P.O. can be selected and placed on the same receiver so long as they are from the same vendor
      • Be aware that AP Invoices are created from receivers, so consider how the vendor bills when consolidating items.
   3. Click OK.
   4. Select the parts from the P.O. that should be placed on the receiver.
      • All items are selected by default, but the selection can be changed.
   5. Click OK.
      • Details from the selected P.O. are used to populate the majority of the fields in the Details Section.
3. Verify / provide information for the following fields:
   • Vendor Code / Vendor Name
   • Receiver Date
   • Packing Slip Number

Line Items Section

1. Verify / provide information for the following fields for each line item present:
   • Part Number
     • If a part was selected by accident, it can be deleted
   • Qty Recvd Good: Represents the number of parts that were physically received and are in satisfactory condition
     • Defaults to the 'Qty Open' on the P.O. being received but can be edited in Line Item Details (See "Editing Quantities Received" below)
   • Qty To Stock: The quantity being placed in inventory
     • Defaults to the 'Qty Open' / 'Qty Recvd Good' value but can be edited in Line Item Details
     • System assumes parts are received to a single location, but this can be edited in Line Item Details as well (See "Editing Bin Locations" below)

     Editing Quantity Received

     1. Select the line item / part that needs to be edited.
     2. Click Details.
        • This opens the Receiver Line Item Detail Screen
        • All edits are made in the Job Number / Quantity Splits Grid

     Receive Fewer Units Than Ordered

     3. Click on the Qty Recvd Good field of an existing item in the grid.
        • If there is a purchasing factor involved, make note whether it is the Stocking Unit or Purchasing Unit value being edited.
        • If items are being received to multiple destinations, be aware which destination will be left short.
     4.  Enter the number of units that were actually received.
        • Decreasing the Qty Recvd Good causes the system to consider the remaining units as back ordered.
          • Back ordered units will automatically be included on the next receiver created for the selected P.O.
     5. Click OK to return to the main receiver screen.

     Receive More Units Than Ordered

     3. Click on the Qty Recvd Good field of an existing item in the grid.
        • If there is a purchasing factor involved, make note whether it is the Stocking Unit or Purchasing Unit value being edited.
        • If items are being received to multiple destinations, be aware which destination will have the extra material and cost.
        • Extra purchased parts can be placed into inventory by using the 'STOCK' release that is available by default, even if none of the material was originally ordered for that purpose.
        • The 'STOCK' row should only be used for extra inventory items; serviced manufactured parts MUST be received to the job they are being made on in order to capture costs correctly.
     4.  Enter the number of units that were actually received.
        • Increasing the total Qty Recvd Good updates the P.O. as follows:
          • Qty Received Good reflects the actual amount received.
          • Quantity Ordered is not changed.
     5. Click OK to return to the main receiver screen.

     Select Bin Location(s) for Material Received to Inventory

     3. Select the STOCK row in the grid.
        • Enter a whole value in the Qty Recvd Good field (in terms of the Stocking Unit) if there are none going to inventory by default.
     4. Click on Bin Location.
     5. Edit / enter the desired Bin Location.
        • Lot Number can also be edited / entered, but is optional.
        • This assumes the entire quantity is going to the same location.
     6. (OPTIONAL) Material can be distributed to multiple Bin Locations as follows:
        1. Click Bins (located in the grid action bar row.)
        2. Click Add Row.
        3. Enter the appropriate Bin Location / Lot Number in the new row.
           • This option can be used to list material in the same Bin Location but reference multiple Lot Numbers as well.
        4. Enter the desired value in Qty To Transfer.
           • This represents the amount of material that will be placed in the listed Bin Location / Lot.
        5. Add as many rows as needed and enter the appropriate amount for each one.
        6. Reduce the Qty To Transfer in the original Bin Location (if needed.)
        7. Click OK.
        8. Bin Location in the Job Number / Quantity Splits Grid will now display "Multiple."
     7. Click OK to return to the main receiver screen.

2. Click Save to save and close the receiver.
   1. Use the Save dropdown menu if you want to create a new record or print a report upon saving.

 

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