Receiving purchase orders

Introduction

Once purchased items are received by a warehouse, you can register the receipts. This enables you to determine whether the quantity of goods you have ordered matches the quantity that was actually received. The receipt registration is done per warehouse.

After selecting an order, you can register the receipt based on a order. A purchase order is generated automatically for this receipt. This order is given the Completed status because the order is generated the moment the receipt has been processed.

Menu path

Go to Purchase ➔ Entries ➔ Receipts, select Purchase order under the Selection section, and then select the required order. Next, click the Receipts button.

Description

Purchase order

This displays the selected purchase order number. It is prefilled and cannot be edited.

Supplier

This displays the creditor of the received purchased item. It is prefilled and cannot be edited.

Purchase order date

This displays the date the purchase order was created. It is prefilled and cannot be edited.

Receipt date

This displays the date the receipt was created. It is prefilled and cannot be edited.

Buyer

This displays the buyer responsible for purchases from a supplier. It is prefilled and cannot be edited. 

Shipping via

This displays the shipping method of the received item. It is prefilled and cannot be edited.

Entry number

This displays the Entry number generated on the basis of the linked purchase journal which has been specified in the settings at System ➔ Finance ➔ Journals. It is prefilled and cannot be edited.

Your ref.

Type the delivery note number.

Item

This column displays the received item. It cannot be edited.

Description

This column displays the description of the item. By default, the description displayed is based on the Description defined for the item at the item maintenance (go to Purchase ➔ Items ➔ Maintain, select the relevant item, and then click Open). It cannot be edited.

Supplier’s item code

This column displays the item code used by the supplier. You can modify the code.

Status

This column displays the item status. By default, the status of the item displayed is based on the Status defined for the item at the item maintenance (go to Purchase ➔ Items ➔ Maintain, select the relevant item, and then click Open). It cannot be edited.

Notes

Click this to type a new note or view the notes that were recorded for the selected receipt. For more information, see Creating and Maintaining Notes.

Text

Click this to view additional text description of the item. This is based on the Text section defined for the item at the item maintenance (go to Purchase ➔ Items ➔ Maintain, select the relevant item, and then click Open), under the Basics tab. For more information, see Creating and Maintaining Items.

Location

This column is available if you have purchased the E-Warehouse Location module. Type or select the location for the receipt of the items. By default, the warehouse location displayed is based on the settings defined for the item at the item maintenance (go to Purchase ➔ Items ➔ Maintain, select the relevant item, and then click Open), under the Inventory tab. This is mandatory.

Ordered

This column displays the number of units ordered as registered in the purchase order. It cannot be edited. 

 Actuals

Type the number of units you have actually received. This can differ from the ordered units. By default, the value displayed in Actuals is the same as the value in the Ordered column.

Pur. Unit

This column displays the purchase unit of the item. It cannot be edited.

Add to pur.order

Select the check box in this column to enable an automatic entry line to the existing purchase order when additional items are delivered from the original purchase items.

Note: You can customize to display this column only when you have the function right to add an extra item to a request/order or add an extra quantity to an item in the request/order and when the receipt entry screen is already saved.

Zero amount

Select the check box in this column if you want the transactions amount for items received to be zero. 

Note: You can customize to display this column only when you have the function right to add an extra item to a request/order or add an extra quantity to an item in the request/order and when the receipt entry screen is already saved.

Serial/batch

This column indicates if the item received is a serial or batch item, or neither.

Serial/batch numbers

If the item is a serial or batch item and the Assign serial/batch numbers check box is selected at System ➔ General ➔ Settings under Purchase settings, then it is mandatory to type or select the serial or batch number of the item.  However, if the item is not a serial or batch item, then this information cannot be edited regardless of the purchase setting.

Note: If the item is a drop ship item, then the serial or batch number is required to be entered as fulfillment cannot be completed without a serial or batch number and the quantity received cannot exceed the ordered quantiy. The drop ship functionality will be available only if the Drop ship check box in Order settings at Systems ➔ General ➔ Settings is enabled.

Lot number

Type or select the lot number of the item received. 

Planned fulfillment date

This column displays the date the creditor delivered the items. By default, the Fulfillment date in the order lines is displayed. It cannot be edited. 

Update

Select this check box to update the delivery time of the item’s supplier. If you do not want to update the delivery time, do not select this check box.

Project

This column displays the project code of the received item. It cannot be edited.  

Warehouse

This displays the receipt that is linked to the warehouse. It is prefilled and cannot be edited. 

Total quantity

This displays the actual quantity of items received. It is prefilled and cannot be edited.

Item

This displays the item and unit selected at the order lines. It is prefilled and cannot be edited.  

Buttons

Purchase order

Click this to open the selected purchase order. For more information, see Creating and Maintaining Purchase Orders.        

Group

Click this to group the selected purchase order by item, fulfillment date, or original line number.

Set to zero/Set to original

Click Set to zero to set the Actuals column to zero for all lines. Click Set to original to revert the value in the Actuals column to the previous values.  

Process

Click this to process the order receipt. The receiving slip and receipt label are printed based on the criteria defined in Purchase settings. Additionally, for a stock item, the journal entry below is created at the same time:

Stock

to \ Invoices to be received

For an item that is not a stock item, the following journal entry is created:

Cost of Goods Sold

to \ Invoices to be received

Note: Drop ship items will be automatically fulfilled. All transaction dates, warehouse locations, and serial or batch number details will be updated. You cannot print receiving slips for drop ship items. The drop ship functionality will be available only if the Drop ship check box in Order settings at Systems ➔ General ➔ Settings is enabled. 

Note: All receipt transactions generated will be updated to the database server immediately when you click the Process button before printing the receiving slips.  

Cancel

Click this to exit.

Related documents

• Authorizing purchase and RTV orders
• Creating and maintaining items
• Creating and maintaining notes
• Creating and maintaining purchase orders
• Creating new receipts for returned items
• Overview of purchase orders
• Overview of purchase order and RMA order to be received
• Printing and processing purchase orders