PO Invoice Receipt Entry Features and Procedures

PO Receipt Header Processing

Opening existing documents

You can access existing purchase order documents that have not been received. Once you begin receiving a purchase order, the system does not allow to you receive a document in the same window. You can also start another session of FACTS if you need to receive another PO while you are in the middle of receiving one.

To open an existing purchase order:

1. Choose File-->Open Existing Document.

The system displays the PO Document Search screen. In the Go To field, you can enter beginning vendor for the search. To narrow your search, you can enter keywords for the filter values and the characters for the vendor code to start the listing.

2. Use the Document Search window to find the document you want to edit or review.

3. Choose OK in the search window to select the document and return to the main entry window.

Deleting purchase order invoice receipts

Deleted purchase order invoice receipts are not simply removed from the file. The system voids purchase order invoice receipt line item records and if all the line items for a purchase order invoice receipt are deleted, then it changes the header record status to deleted. The purchase order invoice receipt then appears on the next purchase orders Invoice Receipt Register as deleted and is removed in the subsequent update. This procedure provides a complete audit trail of all purchase order numbers used.

At any point during the PO entry-receipt process, you can view in detail the PO in its current state or its overview (history since it was entered) status via the PO Vendor Inquiry or Document Inquiry programs.

To delete an order before the receipt header is complete:

Press F4 to back up to the Document field.

To delete an order after the header receipt is complete:

With the purchase order open on screen,

Choose File-->Delete Document from the menu.

PO Entry Items Processing

Editing Invoice Receipt Line Items

You can edit line items on a purchase order invoice receipt.

To edit an existing line item receipt:

Use your mouse or arrow keys to highlight the line in the item browser and press select the $image\edit.gif$ icon to make changes for the highlighted line item. Press Enter (CR).

Highlight the line and press Line Detail to access fields that do not appear in the line-item entry section.

Deleting Invoice Receipt Line Items

Use the mouse or arrow keys to highlight the line in the item browser.

Select the $image\Delete_shg.gif$ icon to delete the highlighted PO line invoice receipt, or choose Edit-->Delete Item from the menu.

Inserting PO Invoice Receipt Line Items or Memos

Use the mouse or arrow keys to highlight a line. The program inserts the new line item above the selected one.

Select the $image\insert_shg.gif$ button to add a line item above the highlighted item in the browser, or choose Edit-->Insert Line from the menu. Select the $image\stop.gif$ icon to stop entering line items.

Finding Items in the PO Invoice Receipt Item Browser

This feature may be helpful when you need to find an item you entered on a long order. It eliminates the need to scroll up and down in the list browser.

Choose Edit-->Find Line Item from the menu.

Enter the item number you want to locate. Press Enter (CR) to go to the first occurrence of that item in the item browser on the main screen. Press F2 to find a different item or F4 to exit the Find Item window.

Adding PO Invoice Receipt Line Items

1. Select the $image\plus_shg.gif$ icon to add a PO receipt line. The system displays the Line Detail screen, which is used to view and modify item descriptions, promise and request dates, item details, item/vendor info, and item cost info.

$image\pinpurpl_shg.gif$ The program automatically switches to add mode once you complete the header. This means the cursor appears in the Item Number field after you exit the last header field. The program stays in add mode until you press F4 to back out of the line-item entry section or press the $image\stop.gif$ button at the right of the screen.

$image\pinpurpl_shg.gif$ Quick entry tip: Enter the item number, the ordered quantity and then press the Down Arrow key.

2. The program uses the default information in the rest of the line-item entry fields and returns to the Item Number field.

Viewing Line Item Detail

Highlight the line item to be viewed and press the Line Detail button.
The system displays the Line Detail screen, which is used to view and modify item descriptions, promise and request dates, item details, item/vendor info, and item cost info.