Receipts Sub-Tab – Purchase Order Module

The following fields are displayed in the Receipt Items list:

• # — The row number from the purchase order, which corresponds to the item number listed on the Line Items tab.

• Item ID and Name — The ID and Name for the item.

• Stock Room — The stock room for which the item was ordered. For direct issue items initiated through a work order, the Stock Room column lists Direct Issue. For direct issue items ordered through the Line Items page, the column is blank.

• Bin — The bin to which the item was received.

• Work Order # — The Work Order ID for items that were designated for direct issue from a work order.

  Work Order association can also be made from the Line Items page. If a line item is associated with a work order (through the add item or modify item features), the purchase order is listed on the Work Orders: Costs / Purchase Orders sub-tab.

• Price and Quantity Ordered — Price for each unit, along with the quantity ordered.

  Note:

  Quantity corresponds to the quantity of order units, not issue units. The order units are converted to the appropriate issue units when the receipt is processed. For example, a receipt of two cases of oil with a conversion to issue units value of 12 would result in an increase to on-hand inventory of 24 units.

• Quantity Received — The quantity received with this receipt. The quantity may be equal or less than the quantity ordered—less if a partial order was received.

Receipts can be processed for any issued purchase order.

To add a receipt for the purchase order:

1. Click the Add button.

   The New Receipt window opens, prompting you to indicate the quantity of items received. Default values are populated for the Receipt #, Receipt Date, and Received By fields.

   The Receipt # / ID includes the purchase order and a number indicating the increment of receipt. For example, for PO 2582, the first receipt is identified as 2582-1. A subsequent receipt would be identified as 2582-2.

2. If necessary, enter or modify the default values for the Receipt Date and Received By fields.

3. Choose between two options:

   • If all ordered items have been received, click the Receive All button.

     The Quantity to Receive field is updated with the quantity ordered for each item listed.

   • If this receipt represents only a partial fulfillment of the order, choose one or more of the following options:

     • Indicate the quantity received for each item on the respective row of the Received Items list.

       This list contains the quantity received to date.

     • If the total quantity ordered has been received for a specific item, click the Receive All button to the far right of the row.

       The Quantity to Receive field is updated with a number that will fulfill the order for the particular item.

     • If only a partial fulfillment was received, enter the quantity received in the Quantity to Receive field.

4. If the received items will be placed in a different bin than that originally specified, select the correct bin.

5. Click the Apply button.

   The New Receipt window closes and the Receipts sub-tab appears. The receipt is listed on the page.

   Note:

   It is not necessary to click Save after processing a receipt. The receipt is automatically saved.

   The inventory for the items are updated in the Inventory module:

   • On-hand inventory is updated by the receipt quantity multiplied by the designated conversion to issue units.

     For example, a receipt for 1 case of oil with a conversion to issue units value of 12 would result in an increase of 12 units in inventory.

   • The increase to on-hand inventory is recorded on the Inventory Transactions tab as a PO Receive item.

     The order unit and conversion value are both displayed.

6. If an invoice was received with the receipt, click the Invoices sub-tab and follow the Add an Invoice procedures.

7. If this receipt represents the fulfillment of the entire purchase order, you may want to close / complete the order.

You can modify a receipt on any open purchase order.

To modify an existing receipt:

1. Access the Receipts page for the purchase order you want to modify.

2. Ensure the Receipts sub-tab is active.

3. Click the receipt you want to modify.

   The Edit Receipt window opens.

4. Make your changes.

   If the total quantity ordered was received for a specific item, you can click the Receive All button to the far right of the row. The Quantity to Receive field is updated with the number that will fulfill the order for the particular item.

5. Click the Apply button.

   The Edit Receipt window closes and the Receipts page appears. The modified receipt is listed on the page. It is not necessary to click Save after processing a receipt. The receipt is automatically saved. The inventory for the items is updated in the Inventory module.

6. If an invoice was received with the receipt, click the Invoices sub-tab and follow the Add an Invoice procedures.

   If this receipt represents the fulfillment of the entire purchase order, you may want to close / complete the order.

7. Click the Close button.

   The page refreshes. Your changes are saved. It is not necessary to save this change, as the status change is automatically saved.