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Receiving Purchase Orders

The purchase order receipt is a record created when items are received. You use this record when creating the purchase order invoice so you can match items received against items invoiced by the vendor. During this process you verify invoiced quantities and costs against receipts.

Occasionally, vendors ship purchase orders in more than one shipment. You can partially receive a purchase order as many times as necessary to receive the entire purchase order. Multiple receipts can be combined on a single purchase order invoice (voucher) or kept separate for multiple vouchers if the vendor sends a separate invoice for each shipment.

If you want to receive an item into multiple destination bins, define the receiving bins on the purchase order prior to locking the purchase order. While you cannot modify multiple bin distributions on a purchase order receipt, you can change a single warehouse and bin per line item.

If you so specified when the purchase order was created, the purchase order must be approved before it can be received.

Getting to the TransactionGetting to the Transaction

From the Purchasing menu, select Purchase Orders.

Use the drop-down menu on the [Searches] button to select the pre-created Open purchase orders search. Only open purchase orders will display in the Purchase Orders list window.

Locate the purchase order you want to receive, select it, and click [Receive].

If the creator of the purchase order added a message to the purchase order, e-automate either pops up the message or flashes the red envelope icon. Do ONE of the following:

If the message pops up, acknowledge the message by reading it and clicking [Mark as Read].

If the red envelope icon is flashing, click on it to display the purchase order message. Click [Mark as Read] to close the message window and display the New Order Receipt window.

Basic InfoBasic Info

Complete the following fields as appropriate:
Description: Brief description of the purchase order receipt.
Number: Number of the receipt. Automatically assigned the next sequential number, but you may change this number.
Date: Date the purchase order is received. Also the date the general ledger is impacted by this receipt.

Items TabItems Tab

If you used the PO Receipt Bulk Import spreadsheet utility (POReceiptImport.xls) to import line item quantities and serial numbers into e-automate for the PO you are receiving, the system automatically displays the scanned quantities and serial numbers. If you use the utility to update the scan table while the New Order Receipt window is open, you can update the New Order Receipt window by clicking the [Use scanned quantities] button.

Verify the items you physically received on the packing list and visually compare the list to the items in the New Order Receipt window.

Note: If the Allow auto fulfillment of quantities when receiving a PO checkbox is checked in Tools > Options > Purchasing, e-automate displays a [Use full quantities] button. You can use this button to update the receive quantities for all items open. If the Allow auto fulfillment of quantities when receiving a PO checkbox is not checked, you are required to enter the received quantity for each line item.

If you did not receive an item on the purchase order, you can remove the item from the purchase order receipt. Do the following:

Note: Removing an item from a receipt does not remove it from the purchase order. When the item arrives, you can create additional receipts as necessary.

Select the item to be removed.

Note: You can select multiple items using the Windows keystroke shortcuts Ctrl + click and Shift + click.

Click [Remove] to open a window asking if you want to remove the selected item(s).

Click [Yes] to remove the item(s) from the list.

Note: If you leave an item on the receipt at a zero quantity, e-automate asks if you want to ignore the item.

To edit the item’s receiving settings, do the following:

Double-click on the item to be edited to open the Edit Purchase Order Detail Receipt Item window.

Complete the following fields as appropriate:

Note: The Cost, Discount, and Freight fields display if the Show Cost Information on Order Receipt option was selected as a Purchasing Option.

Serial number: Item serial number, if any. This field is displayed for serialized items.

Note: If you are purchasing a serialized item that you have previously purchased or had in your inventory, you can look up the serial number in the serial number field by checking the Returning to stock checkbox.

Description: Description of the item on the receipt.

Cost: Cost of the item at the unit of measure quantity.

Receive: Quantity of this item being received with this receipt.

Note: You can receive only one serial number per line item for serialized items.

Cancel: Quantity of this item still pending that is to be canceled.

Discount: Percentage of cost discount.

Freight: Freight and/or other charges for the full quantity listed.

Note: Any freight amounts added during the receipt of inventory items are added to the individual item inventory cost. Typically, you do not know freight costs at the time of inventory receipt. If you expense your freight or post it to a cost of goods sold account, you should do so when you create the purchase order invoice.

Review the items in the Warehouse Distribution region.

Note: This item-specific information details the warehouse and bin in which the items are to be stored. The warehouse and bin are automatically entered based on the purchase order.

To receive inventory into a different warehouse and/or bin than listed, do the following:

In the Receive field, enter the quantity of the item being received.

In the Warehouse distribution region, click [Edit] to open the Edit Purchase Receipt Item Bin window.

In the Warehouse field, use the lookup to select the destination warehouse.

In the Bin field, use the lookup to select the bin.

In the Quantity field, verify the quantity you entered previously.

Click the Warehouse Availability button to open the Inventory Availability window. View inventory item location information. Click [Close] to return to the Edit Purchase Receipt Item Bin window.

Click [OK] to save your edited settings and return to the Edit Purchase Order Detail Receipt Item window.

Note: You cannot add bin distributions that are not already on the purchase order. You must define the splitting of an item into multiple bins on the purchase order prior to receiving.

If your system administrator allows you to add items to the receipt that are not on the purchase order, you can click the [Add] button and add the item to the receipt.

Note: Items that you add to the receipt: 1) will not show on the purchase order, and 2)will appear blank in purchase order receipt reports. Additionally, when the receipt is added to the purchase order invoice, the receipt will appear as more than one row, to indicate receipts that are connected to the purchase order and receipts that are not connected to the purchase order.

Click [OK] to save the information and return to the New Order Receipt window.

Repeat steps a through f to receive multiple items in a variety of ways.

Remarks TabRemarks Tab

To include remarks, click the Remarks tab and enter them.

Completing the TransactionCompleting the Transaction

To print bar code labels for the new items now, check the Print bar codes checkbox.

To print a receiving report for this purchase order, check the Print receiving report checkbox.

Note: The receiving report displays the appropriate warehouse and bins for putting inventory away as well as any transactions that are associated with the inventory items.

To create the purchase order invoice associated with this vendor, check the Create purchase order invoice checkbox. When checked, upon completion of the transaction, e-automate opens the New – (Vendor #-Vendor Name) window with the vendor and receipt selected.

Click [OK] to receive the specified inventory items.

If you checked the Print Receiving Report checkbox, e-automate opens the Print window. Click [Yes] to print the report.

If you checked the Print bar codes checkbox, e-automate opens the Bar Code Labels window. Click [Print] to print the labels.

If you checked Create purchase order invoice, e-automate opens the New – (Vendor #-Vendor Name) window.