Automatically receiving a Direct Order PO

Direct order (DO) purchase orders (PO) that are tied to sales orders can be automatically received. They can be automatically received when you cost the vendor’s invoice in Vendor Invoice Center Entry and run the update/reconcile process.

To receive direct purchase orders, you must select the Receive DO PO option when the final update is performed in these functions:

  • Vendor Invoice Center Entry
  • Vendor Entry Group Update/Reconcile Invoices Report

When the purchase order is received, these actions can occur if the setup requirements are met:

  • Freight and handling addon charges from the vendor’s invoice are applied to the customer’s order, if the addon charges are within tolerances.
  • The ship date specified in the Ship Date for Tied Order field updates the header ship date on the direct sales order. If you enter an invoice manually, you can specify the ship date. If the invoice was received electronically, the TiedOEShipDate value in the Process SupplierInvoice BOD or sxapiAPInvoiceImport call updates the Ship Date for Tied Order.
  • If the number of allocated serial numbers for a PO line matches the invoice, the invoice is processed and Product Extended Serial Number Setup records are created. The serial numbers can be received on an inbound EDI 810 Invoice document, or entered manually.

DO PO auto receiving may be prevented if the corresponding invoice is out of tolerance with the invoice reconciliation tolerance settings in SA Administrator Options-Vendor-Receiving or Vendor Setup-Reconcile. Check your selection for the Check Invoice Tolerances Before Receiving option in SA Administrator Options-Vendor-Receiving. If this option is selected, the total costed amount is checked to ensure it is within tolerances defined in the Tolerances for Batch Reconcile section in SA Administrator Options-Vendor-Receiving or Vendor Setup. If it is not within tolerances, the DO PO is not received and the AP invoice is not costed.

These instructions describe the steps to follow if you use the Vendor Invoice Center Entry-Final Update option to update and reconcile vendor invoices.

  1. Select Vendor > Entry > Invoice Center.
  2. Specify the group to update, and then click Search.

    To create a new group, specify the group and click New.

  3. In the results grid, drill down on the appropriate invoice number.
  4. To specify the ship date for the purchase order:
    1. Click PO Header Entry.
    2. Specify the date in the Ship Date for Tied Order field.
    3. Click Save.
  5. To specify serial numbers:
    1. Click PO Header Entry.
    2. Click the drill down icon to open the purchase order.
    3. Click the drill down icon to open a line.
    4. Specify serials numbers for each product, and optionally, a comment.
    5. Click Save.
  6. To enter any PO addons from the vendor’s invoice:
    1. Click Addons.
    2. Click New.
    3. Specify the addons.
    4. Click Save.

    If the vendor is set up with Direct Purchase Order Addons in Vendor Setup, they are displayed as default values in the Addons list. Any addons that are entered in Vendor Invoice Center Entry are carried back to the DO PO and then to the tied sales order.

  7. In the results grid, select the appropriate invoice number.
  8. Select Action > Final Update.
  9. In Open Journal, click OK.
  10. In Final Update, specify the Invoice Date and select Receive DO POs.
  11. In Printing Information, specify the print output options for the Back Order Fill Report and then click Save.

    If errors during the update process, they are shown in the Invoice List.

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