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 ‘No’.

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

First, go to Receipts in Purchasing.

Upon making this selection, the following screen will appear:

Receiving Date

Enter the date on which items were received. The system will default in the

current date.

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.

Press OK to continue. The following screen will appear.

Press Cancel to return to the previous screen.

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.

Press the Exit button to return to the main Purchase Order screen.

Once all the filter selections have been defined, press Filter button to run the filter and display the Purchase Orders that meet the filter criteria.

To view the details of a specific Purchase Orders, highlight the PO, and press the Detail button. The PO details will be displayed in inquiry mode.

To select a Purchase Order to receive for, highlight the PO from the browse, and press the Select button. A screen similar to the following 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. 

PO Number

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

Vndr

The vendor number is displayed for this PO.

Description

This field will pull in the Invoice Description entered during PO entry. If nothing

was entered, this field will be blank.

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.

Number of Lines

The number of line items on 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.

Packing Slip

Enter the packing slip number associated with this PO.

Total Units

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

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.

To close the PO, press the Close PO button.

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’. If ‘Yes’ is selected, the system will create a receipt batch, and display

a message similar to the following.

Press OK to continue. The system will then prompt you to print labels for this PO.

In this case select ‘No’.

Please Note: If the Inventory Module is not enabled, the Print Label task within

Receipts will not be accessible. To utilize the Print Labels function, specific

hardware is required. Please contact Data Plus for additional assistance on printing labels for a PO.

Sample Receipts Journal

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

Once OK is pressed, the system will return to the receipts entry screen. Additional

receipts may be made, or the user may press exit to return to the previous screen.

Press the Exit button to return to the previous screen to select another Purchase Order to receive OR return to the main menu.

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