Receiving a Purchase Order

  1. Open the Purchase Order Receiving form.
  2. You can search for a purchase order by vendor, GRN, PO, or PO line release. Or, select Find By Purchase Order Number and specify the PO number.
  3. Optionally, update this information in the header section:
    GRN Receipt
    Select this check box if a GRN is used for a receipt. When this check box is selected, the GRN field becomes active, and you must specify a GRN number.
    Packing Slip
    Specify the packing slip for the PO.
    PO Line/Release Status
    Select the status of the line/release:
    • Ordered
    • Filled
    • Ordered and Filled
    Transaction Date
    Select the date on which the transaction is to be recorded.
  4. This information is displayed for the PO and cannot be updated:
    Vendor
    The vendor number and name associated with the PO are displayed.
    Warehouse
    The current warehouse is displayed.
    Due Date
    The date the line is due to be received is displayed.
  5. In the grid, select the line(s) that you want to receive. You can choose an individual PO by selecting the Select check box on that PO, or choose all POs by clicking Select All.
  6. The grid lists this information for each line:
    GRN Line
    If applicable, the GRN line number is displayed.
    PO
    The PO number is displayed.
    Line
    The line number is displayed.
    Release
    The release number is displayed.
    DR Return
    Clear the check box to indicate this transaction is a receipt (a net increase in inventory, unless it is an adjustment transaction). Select this check box to indicate this transaction is a return (a net decrease in inventory, unless it is an adjustment transaction).
    Receive Quantity
    Specify the quantity to receive for the current line.
    Reject Quantity
    Specify the quantity of this PO item to return. When returning a partial shipment, the returned quantity is the number of items being sent back to the vendor, or not received into inventory.
    U/M
    The default unit of measure is displayed. Optionally, select a different U/M for the line item. These conditions must be met to change the unit of measure:
    • The new unit of measure is defined on the Unit of Measure Codes form.
    • There is a valid Unit of Measure Conversion defined between the base unit of measure and unit of measure used on the PO Line/Release. There must also be a valid Unit of Measure Conversion defined between the base unit of measure and unit of measure used for the Receiving or Returning transaction.
    • For non-inventoried items, there must be a valid Unit of Measure Conversion between the PO Line/Release and the Receiving Unit of Measure.
    • The Item Cost is displayed in the Receiving Unit of Measure.
    EU Code
    If applicable, select the European Country code to use for this line.
    By Consignment
    Select this check box to increase the consignment number by one. When an item is returned, the consignment number is appropriately decreased.
    Reason Code
    Select the reason code to correspond to the reason that the item is being returned or rejected.
  7. Optionally, specify a non-inventory unit if a unit was not specified on the purchase order line. Follow the prompts to open the Units form and create the unit.
  8. Click Receive to receive the selected purchase order(s).
    If you created a new unit, the referenced purchase order and contract are updated with the unit when you click Receive.

The tabs on this form list additional information associated with the purchase order.

This information is displayed on the Details tab:

  • Item stockroom location
  • Lot number, if applicable
  • Unit number, if applicable
  • Item number and description
  • Reference type
  • Due date
  • Quantity ordered
  • Quantity received
  • Order date
  • Date the line/release was last received
  • SPA number
  • Material cost
  • Freight cost
  • Duty cost
  • Brokerage cost
  • Item cost

The Serial Numbers tab lists information if the item is serial-tracked.

The Reservations tab lists the orders that require the item being received, and their associated information. The requirements are sorted based on cross reference or date required information. Allocations are done by creating stockroom reservations for items that are received.

The Vendor Return tab lists these amounts if the item is returned:

  • Material cost
  • Return fee
  • Return credit
  • Net material cost
Note: When you enter a purchase order receiving transaction for a serial number-tracked item, you should be aware of certain special cases.
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