Entering a Receipt in Purchasing

This tech note will walk you through entering a Receipt when the Purchasing parameters for batch receiving is set to ‘Yes’.

Users may not receive on any Purchase Orders that have not been approved.

First, go to Receipts in Purchasing.

Upon making your selection, the following screen will appear:

Data Entry

 Select New to start a new batch and populate the bottom browse to select one or more Purchase Orders to receive. 

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You can also edit an existing receipt batch by selecting from the batch ID dropdown. Highlight the batch under Unposted Transactions and double click to edit the details of the batch.

Select/Deselect

To Select or Deselect a purchase order highlight and click. You will see an asterisk (*) appear next to selected PO’s. Double click on a highlighted purchase order to view the detail.

Receiving

Once one or more Purchase Orders are selected the Receiving button becomes enabled.

Batch Totals

Enter the total number of receipt transactions and number of units to be received.

Post Mo/Year

Enter the month and year this batch of receipts should be posted to. The system

will default in the current month and year of the purchasing module.

Filter Information

Use the following fields to filter the types of Purchase Orders that are displayed.

PO Number

To filter on a specific purchase order number, enter the number in this field, or use

the drop down menu to select from a list.

Vendor Number

To filter on a specific vendor, enter the vendor number in this field, or use the drop

down menu to select the vendor from a list.

Buyer ID

To filter on a specific buyer id, enter the buyer id in this field, or use the drop

down menu to select the staff member from a list.

Property ID (Multi-Property databases only)

To filter purchase orders for a specific property, enter the property ID in this field.

Project Code

To filter purchase orders by project code, enter the project code or use the drop down menu to select from a list.

Delivery Date From

Enter a date range for the delivery date to select purchase orders by specific delivery dates.

When finished select ‘OK’ or ‘Cancel’.

Once you have selected one or more purchase order to receive select Receiving.

Upon making this selection, the following screen will appear:

To receive one line item at a time, highlight the QTY Received amount

(which will default to 0.00) for that line item and enter in the actual quantity received.  Enter a valid Location ID for each item by entering or selecting from the dropdown. Continue for each line item, until complete. Default locations for an item by storeroom may fill in automatically. 

You can also partially enter a receipt for items.  A batch of receipts can be edited in data entry until posted.

Batch ID

Batch ID for this batch of receipts.

Batch Trx No

Total number of Receipt transactions for batch.

Number of Lines

The number of line items on this PO is displayed.

Total Units

The total number of units requested on this PO is displayed.

Packing Slip

Enter the packing slip number associated with this PO.

PO Number

The number of the purchase order selected on the previous screen is displayed.

Vndr

The vendor number is displayed for this PO.

Approved By

The name of the staff member who approved the PO is displayed.

Buyer

The buyer for this PO is displayed.

Order Date

The purchase order date is displayed.

Ship Via

The method of shipment for this PO is displayed.

FOB

Freight on Board details are displayed, if entered during PO entry.

Property ID (multi-property databases only)

The property associated with this PO is displayed.

Storeroom ID

Use the drop down menu to search and select the storeroom in which the items on

this PO should be received.

To receive all the items on this purchase order, press the Receive All button. The system will automatically fill in the Qty Received field for each line item, for the full quantity that was ordered.

To unreceive all line items for which a Qty Received amount is

entered, press the Unreceive All button. The system will automatically reset the

Qty Received field to 0.00 for each line item.

To enter and view additional notes for the selected PO, press the

Notes button. A screen similar to the following will appear:

Enter any additional PO Comments and press Save and then Exit to return to the

previous screen.

Press the Save button once all desired items have been received. A

message similar to the following is displayed.

If all entries for this receipt have been made press ‘Yes’ to continue; otherwise

press ‘No’. You can go back and edit the batch as long as the batch has not been posted.

 Exit returns you to the main receipts screen. 

Once back at the main receipts screen make sure your batch totals for transaction count and total units received match the totals entered.

Edit list

 Select/Deselect batches by highlighting and double clicking, or highlight to select or deselect a batch.

 Select all batches to for an edit list.

 Deselect all batches by Unselect all.

  When you have selected the batches for your edit list select OK.

Run your edit list to screen or print and verify there are no errors or warnings.

If there are errors on your edit list you will need to go back and correct any errors in data entry.

Printing labels for Receipts is not covered in this tech note. For assistance with Print Labels please contact Data Plus support.

Once you have corrected any errors proceed to Post.

Post

Follow the same steps for selecting batches to post as in edit list.

Sample Receipts Journal

Once the posting process is complete, the following message will appear:

Once OK is pressed, you will be returned to the main receipts screen.

You can then enter another receipts batch or press the Exit button to return to the main Data Plus screen.

If there are any questions, please contact Data Plus Support.