Purchase Order Receipt
(Receive.exe) This program allows the user to receive items against a Purchase Order.
Enter the P.O. Number or use the lookup, the top line fills in Vendor Header information from the Purchase Order (Entity, Vendor, and PO Date). The Receipt Date fills in the Current Date but can be changed using the calendar icon. PO Status displays. Special Instructions and Packing Slip information can be added. A Header memo may be accessed by clicking on the memo button. There is also a Scans area which contains the RCV (Receiving) and PO (Purchase Order) buttons that will allow the user to scan packing slips or other receiving documents (see Scanning a Document for instructions). Before scanning a Purchase Order number must be selected. The PO button will be a read only for purchase order items.
The first open line to be received appears, if this line is not correct, click on the proper line or you can search by lookup in Material Code, Description, Vendor Catalog # or Mfg.Catalog #. When selected the Qty Received field appears in blue. When you have chosen an item, the following information will be displayed in the fields in the center of the screen:
Enter the quantity to receive and press enter. The quantity will change on the Qty Rec column below. If Equipment Tracking has been activated, a Pop Up box displays so the user may enter the appropriate information (Lot Number, Equipment Number, Serial Number, Control Number, etc.) as well as expiration dates. Also, if it is an overshipment, a Pop Up box will display to notify and allow entry if System Option, Allow Over Receipt is set in the Receiving module. There is a User Master File option, Update Oty Order On Over Receipt, on the second tab (IMF, AP, Rec, Equip, PO, Images, System) in the Receiving section. It will only display if the prior System Option is set to Y (Yes). When the user option is checked , if a user answers Yes to over receive, the Purchase Order quantity will also be updated to reflect the over receipt. Otherwise, the next open line will appear, continue receiving until complete. To enter another receipt, click in the PO Number field or press the Esc key and enter the PO number. If you make a mistake receiving an item or want to return an item, you can un-receive it be entering a negative number in the Qty Received field. There is a Receiver Memo (Rec'r Memo) for noting shortages, damaged goods, etc. There is also a System Option, Allow Receive All, which will allow the user to receive an entire purchase order by selecting Tools, Receive All Items or (F2). When employed, you will view a progress bar and when completed a message that the PO has been received. There is an ability to multi-select lines by pressing CTRL and then click on the line. Then right click which will display a box stating " receive All on Selected Rows." Click on this box to receive the rows.
If necessary, you may receive in the Unit of Issue. Click on Tools, Receive in UOI or (F3), and this will change the UOP field to UOI. This will allow for receiving a partial or damaged shipment, in a quantity that is less than the Unit of Purchase. If you wish to limit a user’s right to this program, go to the User Master File, on the IMF, AP, Rec, Equip, PO, Images, Images tab and check the Cannot Receive in UOI box.
There is also an option to Un-receive an entire Purchasing Order under Tools, by selecting Unreceive All Items. The negative receipt rules will apply; that is, cannot un-receive an item if there is not enough On Hand. Each line is handled separately so a line may be un-received even if another line cannot. User may now un-receive several line items by multi selecting and the right click which opens a box and then choose Unreceive All on Selected Rows.
The user may change the View to display either Only Non-Received Items or All Items on PO.
After entering the PO Number, the cursor will display in the Qty Received in the first open line. If you wish to have it stop in the Packing Slip field, there is a System Option, Stop At Packing Slip, under the Receiving module.
Buyer, Receiver and Vendor Memos
The table at the bottom of the screen displays each item associated with the purchase order you are currently viewing. If the Buyer has added any comments to an item, there will be a notation on the square in the BC column. Double click on that column next to the item and a text box will appear. You can read the associated comments. The same holds true for Receiver (RC) and Vendor (VC) Comments.
If you wish to have the Vat Tax field display on the screen, set the System Option, Use Vat Code PO Detail to Y, in the Purchasing module.
If a Memo Editor screen displays after entering a purchase order number there has been a Receive Memo entered from Purchase Order Entry.
There are System Options, in the Receiving module, that may be accessed to allow over receiving, ALLOW OVER RECEIPT; to receive for specified locations only based on user assignment, RECEIVE BY USERTOLOCATION; or blind receiving, SHOW ON ORDER IN REC. ALLOW NEG RECEIPT MATCHED ITEMS will control negative receiving against items which have been invoiced and matched. Also, AUTO CREATE RCV PACKING NO to automatically set the Packing Slip field to equal the UserName plus a sequential number that will be set using AUTO NEXT PACKING NO as the seeding field. RECEIVING SKIP VALIDATE ACCOUNTS will allow the user to skip the validation of the account number as an active status.
There is a System Option, BILL ONLY RECEIPT DON’T INCREASE ON HAND, in the receiving module, which when set to Y will not increase the On Hand for items marked as Bill Only in the Type field on the Location tab of the Inventory Master File.
Receiving Tickets
The system will automatically create Receiving Tickets upon receipt. When you are ready to print the Receiver Tickets, select Reports then Print Receiving Tickets from the application's main menu. You can use the F4 key or Disable Print Receipts, under Tools, to turn off the creation of receiver tickets. At the bottom of the screen there is a Receiving Tickets On area with a green square which means that Receiving Tickets will print. If you wish to turn off the Receiving Tickets for certain designated receipts click on the square which will turn it to red, and will not print receiving tickets. Also the field will now state Receiving Tickets Off.
In the Tools menu, you may also Disable Print Labels. E-mail, may be selected if you wish to create an E-mail message.