Use the Non-PO Receipt Entry Header section to enter the purchase order number, vendor, order date and other general information. This window contains all the possible fields for the PO Entry Header.
You can manually enter receipt numbers, or set the system to automatically assign them. You can enter direct shipments for non-PO receipt. You can enter memo lines for the non-PO receipt. You can use the vendor search (press F2 in the vendor field to search) to locate vendor numbers when only the vendor name is known.
Tip: When you press Enter or Tab, the additional fields that appear, such as reference number, freight Code, a buyer code, etc., depend on the settings selected in PO Entry Options F/M. This topic details all possible entries. Most of these entries already display default information; you can modify these values.
Use the following fields to enter a non-PO receipt header:
1. PO/Vendor (Non-Purchase Order Number)
PO
Specify the non-purchase order number to be received.
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.
Press F3 to search for non-purchase order receipt documents. You can also further narrow search by vendor and ship-from location. 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 displays the PO Receipts Search Window where you can select to view a receipt.
Press F1 to direct ship POs: (Optional) To access the Warehouse/Direct Ship Selection dialog box to create a direct shipment, select press F1. If the PO is a direct ship, enter the warehouse that is to be 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. For new purchase orders, enter the number of the vendor from whom you are requesting the items.
Press F2 to search for vendors.
Vendor
Specify the number of the vendor for the purchase order receipt. If you enter a valid vendor number, the system displays the vendor name and address, and any applicable defaults: F.O.B., terms code, and department. At the bottom of the screen, the vendor’s message, balance, the user’s customer number from the vendor, contacts 1 and 2, and the phone number are displayed.
2. Ship-From
Specify the vendor ship-from number. Press Enter to default to the displayed value.
3. Ship-To Warehouse
Specify the number of the warehouse at which goods are received. Only a valid warehouse code is accepted. Entry of a valid warehouse code displays the warehouse, name and address from the warehouse control record. Once the address has been displayed, you can back up and change any line of the name or address.
If this PO is to be a direct ship, then enter the warehouse that is to be 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 address for the initiating warehouse appears briefly as the customer number and address on file in the work order selected at field #2 overprints. This becomes the ship-to address on the purchase order. You can press F4-backup and override the address, or continue to backup to the warehouse prompt where pressing Enter resets the customer and address once again to be the address on file in the work order selected at field #2.
4. Receipt Number
Receipt numbers may be entered manually or assigned automatically by the system. Specify the receipt number or Enter for automatic assignment. The system assigns receipt numbers for each non-purchase order beginning with 00001 and incrementing by one for each receipt up to 00099. The word NEXT appears as the receipt number until all header information is entered.
5. Received Date
Specify the date that the purchase order was received. Press Enter to default to the system date.
NOTE: At any point during fields #8-14, you can select F3-Defaults. Pressing F3 causes the program to display the defaults on file from that field forward and skip to field #15. If entering a new PO and values for fields #8-14 have not been entered then the default values will be the same as if you pressed Enter through the same fields. If the user has entered values on the new PO and has backed up to enter new values or elected to change or correct the header portion of an existing PO then the values remain the same as if you selected F1-skip. If the program does not skip to field #15, and instead stops at an earlier field, the system could not find a valid default value for that field and the user has to enter a valid value before continuing.
6. Buyer
Specify a valid buyer code to identify the buyer for the purchase order. Entering a valid code displays a partial description. Press Enter to initially default to the buyer code in the ship-from file for the selected vendor, (if the ship-from is SAME, the default comes from the IC warehouse/vendor review record).
7. Terms Code
Specify a valid payment terms code for this purchase order. Press Enter to initially default to the code for the selected vendor from the vendor file. Entering a valid code displays a partial description.
8. Freight
Specify whether freight is B-bill later, P-prepaid C-collect or A prepay/add. Press Enter to default to the freight code in the ship-from file (if specified) or the freight code entered in Vendor F/M for the selected vendor. Also, if the ship-from warehouse is changed from any value to SAME, the freight code reverts back to the vendor default freight code.
9. Ship Via
Specify the ship via (carrier) (up to 15 characters). Press Enter to initially default to the ship via in the ship-from file for the selected vendor.
Specify N or Y to indicate whether the lead time from this document should update the average lead time for the item in the warehouse/item file. This updating takes place during the Receipt Register update. Press Enter to initially default to N.
The system defaults the lead time value from the PO header information when you initially create a line item on a PO document. Selecting the PO header Lead Time check box optionally allows for updating the lead time for all items on the PO to match the header lead time just entered. Note that the header Lead Time check box value entered here does not override the PO line item’s Lead Time check box value.
NOTE: If Y is entered, there is a risk of corrupting the vendor review cycles and order quantities. This corruption is due to the order date and receipt date being the same. If a true order date is entered (for example the date the order was placed over the phone) then the lead time may safely be updated.
11. F.O.B.
Specify the description for freight on board (up to 15 characters). Press Enter to initially default to the F.O.B. in the ship-from file for the selected vendor.
12. Department
Specify a general ledger department number. The entry must be a valid department. Press Enter to initially default to the department assigned to the terminal.
13. Reference Number
Specify the optional reference number (up to 30 characters).
14. Replenishment Doc
Indicate whether this is a normal replenishment purchase order.
See Also
Non-PO Receipt Entry Items Information
Non-PO Receipt Entry Footer Information
How to enter or change non-PO receipt information
How to enter non-PO receipt header information