How to enter or change PO receipt information

1 Access this program by choosing Purchase Orders --> Receiving --> PO Receipt Entry.

Complete steps 2-5 to enter PO receipt header information:

2. In the PO Number field, enter the order number to be received. If you need to change or delete an existing PO receipt, enter the existing PO receipt number in this field to open it. To search for purchase order documents, select the $image\opendoc_shg.gif$ icon.

If you try to pull up a purchase order with updated receipts in PO Receipt Entry or Non-PO Receipt Entry before the receipt register is run, the system displays the PO Receipts Search window with a list of outstanding receipts for that purchase order. From this window, you can either select an existing receipt or create a new receipt. Refer to the PO Receipts Search window for detailed information about this feature.

3. The vendor for the PO displays in the Vendor field. For valid PO numbers, the system displays the Ship-from, Warehouse, and Ship-to Codes for the purchase order. The ship-from and Ship warehouse displayed is where the goods received. If this PO is to be a direct ship, then the warehouse displayed is the initiating warehouse. The warehouse entered for a direct ship is stored only to determine where the PO originated; inventory quantities and restocking controls are not affected. The customer number and address on file in the purchase order is displayed.

NOTE: If you do not enter a purchase order number, you can enter a valid vendor code in the Vendor field to display all the purchase orders for that vendor. You can then select a PO receipt for correction or inquiry, or press F4--backup to return to the purchase order number field (#1). Press Enter to default to D. If you select D-document, the program asks for the beginning document number to start listing from.

You can:

Press Enter to continue listing, select a line number of a document on the screen, or

Press F3 to change warehouses for the search, or

Press F4 to back up to field #1. The documents initially listed on the screen are for the warehouse assigned to the terminal. If you want to see documents for a different warehouse or for all warehouses, press F3. Once you press F3, you have the following options: press Enter to default to the warehouse assigned to the terminal; press F2 to search; press F3 to select all warehouses and displays all documents on file for the user’s company, or F4 to back up.

4. For new purchase orders receipts, the system displays the Purchase Order dialog box.

In the Receipt # field, manually enter the receipt number or press Enter to allow the system to automatically assign it. The system assigns receipt numbers for each purchase order beginning with 00001 and incrementing by one for each receipt up to 00099.

In the Received Date field, the system displays the current date as the default for the date the purchase order was received. Press Enter to accept the system date or enter the date you received this purchase order.

At this point, you can receive the entire purchase order in one step. Select the Assume receipt? checkbox to set all received quantities equal to the ordered quantities. The system displays this checkbox selected as the default. If you want to receive the purchase order manually, un-select this checkbox. NOTE: For serial/lot items to be received, the system does not assume receipt. Serial/lot numbers must be entered and the system prompts you to do so.

When you have completed these fields, press the OK button.

5. For either manual or automatic receipts, the system displays the vendor, ship-to address, buyer, terms code, freight code, ship via, F.O.B. and reference number are displayed in the header portion of the screen. You can access the Header Detail for Purchase Order screen to modify header fields except vendor number, purchase order number, and ship-to number by selecting the Header button in the lower portion of the screen. In the browser, each line item is displayed including item number, description, ordered quantity, received quantity, backordered quantity, buying unit of measure, cost and extension.

Complete steps 6-16 to enter line items on a purchase order receipt:

6. Select the $image\plus_shg.gif$ icon to add a line to the PO receipt.

Field Information for adding/editing items:
You can select the $image\import2_shg.gif$ icon to add a special order line number. The system displays the Special Order Entry dialog box where you can enter the sales order number (the Order field) from which to import a line item. Press $image\find_shg.gif$ to perform a special item search, i.e., searching sales orders with special order items. If the search is not used, next enter the line number on which the line item appeared on the sales order in the Line field. You can select the Binocular icon to search for items.

If the item is not a valid item, the system checks to see if it is an interchange, or if it is a vendor-item number; if the number is an interchange or vendor-item number, the system automatically prints the valid item number and sets its defaults. For valid item numbers, the system displays item Description 1 and Description 2 fields so you can modify the item description lines as necessary. Press Enter to default to the existing values in the Item F/M. When you are satisfied with the descriptions, select the OK button.

7. In the Ordered field, enter the ordered quantity for the item.

8. In the Received field, enter the quantity of the item received. Press Enter (CR) to accept the current value. Press F1 to change the received amount to the ordered quantity.

9. Receiving serial/Lot items:

(Optional) For Serial/Lot items, the system displays the Serial/Lot Entry # dialog box. You must enter the serial/lot numbers you are receiving and their quantities. *For serialized items, enter one serial number for each unit being received. If entering multiple serial numbers, enter the first serial number and press F1-Auto Assign to have the system generate the remaining numbers. The automatic serial number assignment will increment the last series of numeric digits found within the entered serial number. *For lotted items, enter the lot number and the quantity. In either case, the serial/lot quantities entered must equal the amount in the received column.

You can select:

The List button to display the available serial/lot numbers and quantities to be received.
The Add button to add another serial/lot number for the item.
The End button to stop your additions.
The OK button to accept the serial/lot numbers and quantities you have entered. The system checks to see if you have entirely distributed the items received.

10. In the Backordered field, enter the quantity of the item that was not received. Press Enter (CR) to set the backorder quantity equal to the ordered quantity minus the received quantity. The Allow Backorders flag in the PO Static Control F/M establishes whether backorders are permitted. If backorders are not permitted, this field is skipped. This field is only used when the Backordered flag in the Purchase Orders Entry Options record is set to Y or B.

11. In the Cost field, the system displays the cost per displayed costing unit of measure.

Press F2 to search for cost contracts for the vendor/item combination. If the current cost is not a contract or the standard PO cost, the cost search program will highlight the default cost, otherwise the cost currently on the line will be highlighted.

The system displays (if on file): the manual cost from the item file, the average and last costs from the warehouse/item file, the manual and last costs or the contract cost (if available) from the vendor/item file. Depending on the Default PO Cost flag set in the PO static control record, pressing Enter to default to the manual cost of the item from item file or the last cost of the item from the vendor/item file. This field is only used when the Cost flag in the PO Entry Options record is set to Y or B.

When a new line is being created, the system automatically calculates the default cost. After the cost is entered, the system captures the origin of the cost. If you select a cost other than the default cost, the system sets the cost override flag. The system also displays Contract to indicate whether the displayed cost is from a contract.

You can access cost details from the View -->Cost Origin menu option.

12. The system displays a dialog box for items. Enter information in the following fields:

Requested--This field is used only when the Requested/PromisedDates flag in the purchase PO Entry Options record is set to Y or B. Enter the date you want to request receipt for this item. The requested date in the header section is the displayed default value.

Promised Date--This field is only used when the Requested/Promised Dates flag in the PO Entry Options record is set to Y or B. Enter the date this item is promised for delivery. The requested date is the displayed default value.

Lead Time--This checkbox is used only when the Lead Time flag in the PO Entry Options control record is set to Y or B. Select the checkbox to use this document to update the item’s lead-time in the Receipt Register. Press Enter to default to the lead-time field in the header portion of the screen. If the quantity is a negative amount, this checkbox is not checked and skipped.

Tax--This field is used only when the Taxable flag in the PO Entry Options record is set to Y or B. Select the checkbox to charge tax on this line-item. Press Enter to default to selected.

GL--This field is used only when the GL Table flag in the PO Entry Options record is set to Y or B. Enter the GL posting table to use in the Receipt Register to post this line-item to GL. Press Enter to default to the GL posting table for the selected item in the item file. Press F2 or $image\find_shg.gif$ to search.

13. The system displays the Job Number dialog box. At the question: Enter the job number? Answer Yes to enter valid job number to post this entry against. Entering a valid job number displays the job name, customer number and name, and billing type. Select No to not enter a job number and exit the dialog box.

14. When you have completed these fields, press the OK button.

15. You can

Select the $image\edit.gif$ icon to make changes for the highlighted line item.

Select the $image\Delete_shg.gif$ icon to delete the highlighted PO receipt line.

Select the $image\insert_shg.gif$ button to add a line item above the highlighted item in the browser.

Select the $image\stop_shg.gif$ icon to stop entering line items.

Select the Header Detail button to access the Header Detail for Purchase Order Screen, which is used to view and modify header information.

Select the Line Detail button to access the Line Detail for Purchase Order screen, which is used to view and modify item descriptions, promise and request dates, item details, item/vendor info, and item cost info.

Select the $image\notevendon_shg.gif$ icon to access Note Entry (SME710) for the vendor specified in the program.

Select the $image\noteitemon_shg.gif$ icon to access Note Entry (SME710) for the item highlighted in line item browser.

Select the $image\noteheaderon_shg.gif$ icon to access Note Entry (SME710) for the purchase order header record specified in the program.

Select the $image\notelineon_shg.gif$ icon to access Note Entry (SME710) for purchase order line records in the line item browser.
Press the $image\save_shg.gif$ icon to save your changes.

16. Select the Stop Receipt button to the receipt process for this PO.

Complete steps 17-18 to enter PO receipt footer information:

17. Select the Done button to display the Footer for Purchase Order dialog box. Enter information in the following fields:

Freight-- If freight is included, enter the freight amount (.00-9999.99). Press Enter to default to 0. Through the Include Freight flag in the purchase orders static control record, you establish whether freight is to be entered. If the flag is set to N, no freight is included and this field is skipped.

Tax %-- If tax is included, enter the tax percent. The amount is calculated and displayed. Through the Include Tax flag in the purchase orders static control record, you indicate whether tax should be entered. If the flag is set to N, no tax is included and this field is skipped. If the Taxable flag in the PO Entry Options is set to N then only items with the taxable flag in the inventory item file set to Y are subject to tax, otherwise only those lines that a Y was entered for field #24 are subject to tax.

Factor--Enter the means to factor the freight; i.e., divide the freight equally over the line-item costs. The freight factor is stored and not displayed in the screen. The freight factor is applied to the cost of line items during the Receipt Register. Enter U-to divide the freight by the total units, W-to divide the freight by the total pounds, $-to divide the freight by the dollar amount, or N-to not factor the freight at all. Press Enter to initially default to the Default Freight Factor flag value stored in the purchase orders static control record.

When you have completed these fields, you can :

Press the OK button to return to the PO Receipt Entry header portion of the screen.

Press the Backup button to step back through the footer fields.

Press the Update button to update the receipt, which will adjust item and warehouse quantities. Refer to the Update Window topic for detailed information about this optional feature.

How to enter or change PO receipt information

See Also