You can manually specify receipt numbers, or set the system to automatically assign them. This program for receipt processing accepts only purchase orders that have been entered and printed.
Received, deleted, voided or not yet printed purchase orders are not accepted. When you specify a valid purchase order number, the system displays information in the header portion of the purchase order and accesses the Receipt numbers field. Refer to these procedures for more information about PO
Access this program by choosing Purchase Orders>Receiving>Receipt Entry.
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 these fields and features to set up the receipt header:
1. PO Number
Specify the purchase order number to be received. Only purchase orders that have been entered and printed are accepted. Deleted, voided, or not yet printed purchase orders are not accepted.
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.
Entry of a valid purchase order number displays the header portion of the purchase order and proceeds to the Receipt numbers field.
Press F2 to search. You can search by purchase order number, 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 the Updated Purchase Order 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.
2. Vendor
The system skips this field unless you are searching for a PO by vendor (by press F2 at the Purchase Order number field). Specify the vendor number to search for. Entering a valid vendor displays all the purchase orders for the vendor.
3. Ship-From
Specify the vendor ship-from number. Press Enter to default to the displayed value.
4. Ship-To Warehouse
This field is display-only. The warehouse displayed is where the goods are being received.
If this PO is 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 sales order selected at field #2 is displayed.
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 the user pressed Enter (CR) through the same fields. If you have entered values on the new PO and has backed up to specify new values or elected to change or correct the header portion of an existing PO then the values are the same as if the user 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 specify a valid value before continuing.
For new PO receipts, you must specify the Receipt Number, Received Date, and select the Assume Receipt option immediately after you specify the PO number.
The Receipt #, Received (Date), and Assume Receipt fields display in a dialog box.
5. Receipt Number
Receipt numbers may be entered manually or assigned automatically by the system. Specify the receipt number or press Enter(CR) for automatic assignment. The system assigns receipt numbers for each purchase order beginning with 00001 and incrementing by one for each receipt up to 99999.
6. Received Date
Specify the date that the purchase order was received. Press Enter (CR) to default to the system date.
At this point, you have the option to receive the entire purchase order in one step.
The system displays the message: Assume receipt?. Specify Y to set all received quantities equal to the ordered quantities. Specify N to receive the purchase order manually. NOTE: For serial/lot items to be received, the system does not assume receipt. Serial/lot numbers must be entered and the user is prompted to do so.
Select the Assume receipt? check box to set all received quantities equal to the ordered quantities. The system displays this check box selected as the default. If you want to receive the purchase order manually, un-select this check box. 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
For either manual or automatic receipts, 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. All of these fields except vendor number, purchase order number, and ship-to number may be accessed through the change header routine. Each line-item is displayed including item number, description, ordered quantity, received quantity, backordered quantity, buying unit of measure, cost and extension. You now have the option to change, list, add, stop receipt or delete line-items. The line-item portion of the program is identical to the Purchase Order Entry program, with the exception of the received and backordered quantity fields. Extensions are calculated as received quantity multiplied by the cost and then multiplied by the unit of measure conversion.
NOTE: When using the change line routine, press F1 to skip a field and leave the displayed value. At any point during fields #8-14, you can select F3-Defaults. Selecting F3 causes the program to display the defaults on file from that field forward and skip to the item field.
7. Buyer
Specify a valid buyer code to identify the buyer for the purchase order. Entering a valid code displays a partial description. Press Enter (CR) to default to the buyer code in the ship-from file for the selected vendor.
8. Terms
Specify a valid payment terms code for this purchase order. Press Enter (CR) to initially default to the code for the selected vendor from the vendor file. Entering a valid code displays a partial description.
9. F.O.B
Specify the description for freight on board (up to 15 characters). Press Enter initially defaults to the F.O.B in the ship-from file for the selected vendor.
10. Reference #
Specify the optional reference number (up to 30 characters).
11. Department
Specify a valid general ledger department number. The entry must be a valid department. Press Enter initially defaults to the department assigned to the terminal.
Indicate whether the lead time from this document (number of days from ordered date to date of first receipt) 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 (CR) to default to Y.
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.
13. 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.
14. Ship Via
Specify the code that corresponds to the carrier used (up to 15 characters). The program initially defaults to the ship via in the ship-from file for the selected vendor.
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 of these 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, back-ordered quantity, buying unit of measure, cost and extension.
15. Replenishment Doc
Indicates this is a normal replenishment purchase order.
See also
PO Receipt Entry Item Information
PO Receipt Entry Footer Information
How to enter or change PO receipt information
How to enter PO receipt header information
How to enter line items on a purchase order receipt