Overview
The Update feature in PO Receipt Entry and Non-PO Receipt Entry allows more than one receipt on a PO without running the PO receipt register in between. The Update feature also allows on-hand inventory to be updated during PO receipt processing. This processing allows the received items to be sold or shipped immediately. Once you select the Update button and complete the security required based on your PO Static Control F/M settings, the system updates the on-hand and committed amounts in various files and returns you to the PO# prompt in PO Receipt Entry or Non-PO Receipt Entry for more processing.
Purchase Orders with receipts that were updated in PO Receipt Entry or Non-PO Receipt Entry still need to go through the Receipt Register to update GL and invoice files. For purchase orders updated in PO Receipt Entry and Non-PO Receipt Entry, the Receipt Register skips updating inventory but updates all other files in the register. If a receipt was not updated in PO Receipt Entry or Non-PO Receipt Entry, the Receipt Register updates on-hand inventory files as well as GL and invoice files.
The Update feature is controlled through a series of prompts in PO Static Control F/M (POF980). The prompts ask if you want to implement the receipt entry update feature. If you answer is "Y" the next prompt ask for the security code you must have to be allowed to access and use the Update. You can also enter a password in PO Static Control F/M that will allow the Update processing if the current user in PO Receipt Entry or Non-PO Receipt Entry doesn’t have proper security.
Displaying Purchase Orders
If you completely receive a purchase order in Receipt Entry (POE210) and Non-PO Receipt Entry (POE220) and update it from the entry program, that PO will not appear in the PO Doc search feature or in the Document Inquiry (POI620) program. After you run the Receipt Register (POR230), the PO will appear in the Past Doc search window and PO Doc Inquiry for Past Documents if the proper controls are set in PO Static Control F/M (POF980).
If the "Update in Receipt Entry" option is set to yes in PO Static Control F/M (POF980), the PO Search window contains an Updated PO button that displays a search window containing purchase orders that been completely updated in the PO Receipt Entry or Non-PO Receipt Entry programs. If you select a purchase order from this search, the system PO Receipts Search Window where you can select to view receipts.
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, an indicator that tells you whether the receipt has been updated, the date (if any) of the update, and the received amount. When you access this window, the receipt that has not been updated (if any) will be highlighted and listed first. After that, receipts will be listed in descending order.
From this window, you can either select an existing receipt or create a new receipt.
To select a receipt, highlight and press the OK button. If you select a receipt that has been updated, you can only view the receipt in PO Receipt Entry or Non-PO Receipt Entry. Receipts are not editable once they have been updated in PO Receipt Entry or Non-PO Receipt Entry.
If all existing receipts have been updated, you can select the New Receipt button to create a new receipt for the PO. All existing receipts must be updated before you can create a new receipt.
If a PO has never been updated, PO Receipt Entry or Non-PO Receipt Entry programs do not display the PO Receipts Search window.
After you create a receipt and access the footer section of PO Receipt Entry or Non-PO Receipt Entry, the system displays the Update option via the Update button, depending on how the update processing fields of PO Static Control F/M are set. Based on those settings, the system may ask for the password you must have to be allowed to access and use the Update.
The Update window displays the extension, freight, tax, document total and factor type entered in the footer section for the receipt. In the lower portion of the window the system displays the message: Inventory quantities will get updated and no further changes will be allowed to this receipt. Continue with update?
Answer No--Do not update or Yes—Update. If you select No, the system returns you to the footer window. If you select Yes, the update runs (with an hourglass indicator), the footer window closes, and the system returns you to the PO prompt in the header portion of the screen to await further entries.
Update Processing Logic in PO Static Control F/M (POF980)
Processing logic for the update processing fields of PO Static Control F/M can be set as follows:
If Allow update in receipts is "No" – the update option does not appear at all.
If Allow update in receipts is "Yes", security code exists and no password was entered – the update option only appears if current user has correct security code.
If Allow update in receipts is "Yes", password exists, but no security code is set – the update option always appears but prompts the user for the password if the Update button is selected.
If Allow update in receipts is "Yes", security code exists and password exists – update option will always appear. If current user does not have security, user will be prompted for a password when the update option is selected.
Limitations/Exclusions
With this feature, once a receipt has been updated from within Receipt Entry or Non-PO Receipt Entry, the PO receipt cannot be changed in any way until you run the Receipt Register. If a PO is partially received and run through the register, it can be deleted in PO Entry, Receipt Entry, or Non-PO Receipt Entry, and you cannot create new receipts on deleted PO’s.
If the "Store Past PO’s", "Use Period Receiving Report", and "Use Invoice Receipts" fields are set to No in PO Static Control F/M, receipt numbers can be reused on backorder PO’s after the Receipt Register is run but, not after the new update feature is run from Receipt Entry or Non-PO Receipt Entry.