PO2000 P/O and Receiving Receivings Processing 3
Run Instructions - On-Line Receivings Processing
Select Receivings Processing from the pull down P/O Processing window. The following screen will then be displayed:
The following options are available:
* Select the desired mode from the Receivings Processing menu bar
* If you select to Add Receivings, you will be asked to identify the purchase order and line item against which a receiving is to be posted. First, you will be prompted to enter the purchase order number. Once you have entered a valid order number, you will be prompted to enter the purchase order line number. If you do not know the line number, you may skip this field to enter the item number. You may even skip the entry of this field to enter the vendor item number. You are required to enter a value for at least one of these fields since the line item could be located by a combination of the purchase order number and the line number, item number or vendor item number. There are options available during the entry of these fields that provide you with even more flexibility when locating a line item. These features are presented below in the discussion of the entry requirements for each field.
* If you entered a specific line number, the line item will display and you will be allowed to enter the receivings data. If you entered an item number or vendor item number, the program will display the first line item on file for that item and ask if this is the right line item. if you answer N, the next line item on the order for that item will display. In this manner all line items on the order that have the item number that you entered can be displayed until you locate the correct one. Once you find the one you want and answer Y, the cursor will be positioned for entry of the receivings data.
* During entry of the line number there will be two function key options. You may press the F1 key to display the next line item on the purchase order that has not yet been fully received. Having done so, the program will ask if this is the right line item and allow you to enter the receiving against it.
* You may also press the F2 key at this point. Like the F1 key option, this option will display the next line item that has not yet been fully received and ask if this is the right line item. Once the line item has displayed, the cursor will be positioned for immediate entry of the quantity received. You may enter some positive quantity or zero. If no receiver has yet been entered, the cursor will next prompt you for entry of the receiver's initials. Otherwise, this field along with all others will default to appropriate values.
* If you have selected the line item by any means other than the F2 option, enter the receivings data in fields five through ten and make any changes that are required. The data entry requirements for these fields are discussed below. When there are no more changes, press RETURN in response to Field Number ? The receiving will be written out and the cursor will be positioned for entry of the next receiving's purchase order number.
* When there are no more receivings to enter, press ESC while the cursor is positioned for entry of the purchase order number.
* If you select to Change Receivings, you can specify the receiving that you wish to review or change. You will first be prompted to enter the purchase order number of the order against which the receiving was posted. You will then be prompted to enter the receiving's item number. You may press RETURN to display the first (and subsequent) receiving on file for the purchase order; or you may enter a specific item number, in which case the program will display the first (and subsequent) receiving on file for the purchase order and the item number. In either case you will be asked if the receiving that is displayed is the one you want. If you answer Y, you will be allowed to change fields five through ten except eight.
* When there are no more changes, press RETURN in response to Field Number ? and the screen will be cleared for the selection of another receiving to change or review.
* If you select to Delete Receivings, you will be able to select a receiving to delete just as you selected one to change in the change mode. Once you have answered Y to the right transaction question, a question will display asking if you wish to delete this receiving. If you answer Y, the receiving will be deleted. What actually happens is that a delete transaction is created. This delete transaction will be invisible to all applications except for the Audit Trail Report application. So for all practical purposes you can consider the receiving to be physically deleted and inaccessible.
To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.
Entry Field Descriptions
Name | Type and Description |
1. P.O. Number | 6 numeric digits followed by 2 digits (999999-99). Enter the purchase order number of the order against which the receiving is to be posted. You may press the F1 key to display a screen upon which you enter the vendor number and item number of the receiving. The program then lists all of the vendor's purchase orders upon which the item was ordered. You may choose the appropriate purchase order number from this list and then enter it for the receiving. Defaults to the purchase order number of the previously entered receiving. |
Vendor | The vendor number and name for the purchase order selected above will automatically be displayed. |
2. Line Number | 3 numeric digits (999). Enter the line number of the purchase order line item against which this receiving is to be posted. The line number, if entered, must be that of a line number that actually exists on the purchase order. You may press RETURN to disregard this field and skip to the entry of the item number. You also have the option of pressing the F1 key or the F2 key to display the first (and subsequent) line item on the order that has not been fully received. (Refer to the Application Overview for an explanation of the difference between the F1 and F2 keys at this level of entry). The information from the line item will display and the screen will ask Right Line Item ?. You may scan through all of the line items on the order in this manner until you find the one you want. You may press the F2 key to display the line items for that purchase order number which have not been fully received yet. Pressing this key will allow for fast entry of the receivings data as described earlier. |
3. Item Number | 15 alphanumeric characters. Enter the item number of the line item against which the receiving should be posted. The item number need not be that of a valid item on file in the Item file. The item's description will display beside the entry. You may press RETURN to disregard this field and skip to the entry of the vendor item number. Pressing the F7 key will allow you to search for an item by number or pressing the F8 key will allow you to search for an item by description. |
4. Doc Number | 6 numeric digits. Press F1 or Enter to get the Next Sequential Document Number. This is a unique number for each receiving. |
5. Vend Item No | 15 alphanumeric characters. Enter the vendor item number of the item for which the receiving is to be entered. The program will locate purchase order line items for which this vendor item number is referenced. |
6. Receipt Date | A date in the standard date format. Enter the date the merchandise was received. Defaults to today's date the first time through and to the previously entered receipt date thereafter. |
7. Qty Received | A standard quantity format Enter the quantity received. This is the quantity that was received in good condition and for which you are willing to be billed. |
8. Qty Rejected | A standard quantity format. Enter the quantity rejected. This field represents merchandise that was received in the shipment but which was unacceptable because of damage or because the vendor shipped the wrong style, color, size, model or any of a number of other reasons. The quantity rejected is noted within the Purchase Order package but rejected items are not handled. Bookkeeping records, return shipment preparation and other such activities required to process rejects must be handled outside of the Purchase Order package. |
Reject Reason: | 2 alphanumeric characters. If you enter a quantity rejected, you should also enter a reason for the rejection. You must select one of the Reject Reason Codes that were entered in the Reject Reason Code File application. The code you enter must be that of a valid reject reason. The code's description will display beside the entry. If you do not remember the code for the reason that applies to this rejection, you may press the F1 key to display the first (and subsequent) reject reason that is on file. When the appropriate reject reason displays, press RETURN to accept it. The entry of a Reject Reason Code is not required. You may press RETURN to skip to entry of the next field. In the add or change mode, press the F7 key to search for reject reason code. |
9. Receipt U/M | 2 alphanumeric characters. Enter the unit of measure in which the merchandise is being received. The only acceptable units of measure are the item's purchased unit of measure and the item's stocked unit of measure (referred to as simply the unit of measure in I/M). The Inventory Management package keeps track of the ratio between these two units of measure so the entry of one or the other is acceptable. Defaults to the unit of measure specified on the purchase order. |
10. Unit Cost | 10 numeric digits with 4 decimal positions with an optional minus sign (999,999.9999-). You may press RETURN to default to the unit cost on the purchase order. If the vendor specified a total cost for all units that were shipped, you may press the F1 key to enter this value. The program will then compute and display the unit cost based upon the total cost and the number of units received. If the vendor specified a unit cost for the merchandise that was shipped, enter that value here. Defaults to the unit cost at which the line item was ordered. |
11. Receiver | 3 alphanumeric characters. Enter the initials or identifying code of the individual responsible for receiving the shipment. |
12. Vessel # | 5 alphanumeric characters. This field is verified against the Vessel File. Receivings can be grouped together by vessel number and posted together. This field can be left blank. |
13. Inv/Doc # | 8 alphanumeric characters. This is a reference field for the user to indicate the invoice number of the products received. |
14. Hold Posting? | Y or N. This flag indicates if the receiving needs to be held. |
The following entries will be requested if the item has serial numbers:
Name | Type and Description |
Enter Serial Numbers | Y or N. Enter whether or not you would like to enter serial numbers or not. If you answer Y then you will be prompted to enter serial numbers for these items. |
12. Serial No | 15 alphanumeric characters. This is the serial number of the item being received. You will be prompted to enter serial numbers equal to the number of units that were received. e.g., If you have a quantity received of 5, you will be prompted to enter 5 serial numbers, one at a time. |
The following entries will be requested if the item has lot numbers:
Name | Type and Description |
12. Lot No | 15 alphanumeric characters. This is the lot number of the item being received. |
13. Exp Month | 2 numeric digits. This is the expiration month of the lot item. |
Exp Year | 2 numeric digits. This is the expiration year of the lot item. |