3. Receive purchases

Warehouse operations – Receive purchases #

Features #

When a purchase order has been activated, the system is ready to create a receive operation for the items on the purchase order.

A single receipt may include lines from multiple purchase orders from the same supplier. However, note that only one receipt can later be linked to a purchase invoice. Generally it is wise not to combine different orders if the supplier is sending items with different dispatch papers, as this would indicate that they may later be invoicing the shipments separately.

Receipt quantities can be less than the order quantity and alternatively greater than the order quantity. If the quantity is less, the user has the option to close the purchase order lines if the missing quantity is not relevant. For greater quantities the lines will be closed, but at invoicing time the receipt quantity will be used for invoice matching.

Licensing #

The following optional license modules affect receipt (See the Admin->Licensing section for more details):

Creating #

It’s possible to create a new receipt for purchased items in several ways:

1. Click the New receipt button on the Warehouse home menu

2. Select a purchase order from the receive order grid on Warehouse home. This will populate the receipt with the open lines of the purchase order.

3. Click the New button on the Warehouse menu when the Operations dashboard is open and the receiving grid is selected.

4. Click the New button on an existing receipt. If the existing receipt is not complete it will prompt you if you want to complete it or not. You will then be prompted to optionally enter a purchase order number. If this is entered the system will prefill the receipt with the necessary data from the purchase order including any open lines.

Entering data #

Complete the header data and add the necessary lines. If the order was selected when the receipt was created the lines may already be present, but the quantities should be checked against actual. It is not important in which order data is entered, however the supplier must be selected before any lines can be added.

The supplier popup shows the list of suppliers that have any active or part received purchase orders. Click the [-] next to the supplier field. It is also possible to type in the supplier id directly if it is known.

To add lines to the receipt click the Add lines button which will open a popup listing the open lines for this supplier. It is possible to enter filter criteria if the list is long. Click Add all or select the relevant lines and click Add selected which will close the popup

The system will add the lines with the open quantity. If the supplier has not supplied all that is on order, or even has supplied more than ordered, then change the quantity by clicking the number in the Received column, edit it and then click the green tick mark to save.

It is also possible to use the Read barcode popup if a barcode reader is available and the supplier has stored some of the relevant numbers as barcode. The barcode reader is simply working as a keyboard replacement in this case.

Adding lines using a barcode scanner #

It is possible to add lines by barcoding the incoming goods. The barcode scanner should be a standard USB or serial port connected scanner that is working as a keyboard input device. (Scanners which store values and then upload them later are not supported.) The scanner must be programmed so that it gives an “Enter” value at the end of a successful scan.

Optionally enter the purchase order number that is being received. If this is not entered the scanner will attempt to find the code from the system and default to the earliest undelivered purchase order. Click the cursor into the item id field, and scan the code.

The system will attempt to find a purchase order line which is open from the supplier specified in the receipt. If the purchase order number is specified, the scope of the search will be just to the specified order number of this supplier.

The scanned code can either be the item id (your company’s own item id), the manufacturer’s part number specified on the purchase order or the manufacturer’s item id on the item card. The logic for this is as follows:

1. Purchase order line item id.

2. Purchase order line manufacturer part number.

3. Items on purchase order lines having manufacturer part number specified in the item card (but that code is not on the purchase order line)

If the system finds more than one purchase order line with the scanned code, the selection is with this priority:

1. The status of the purchase order line is “Part received”

2. The earliest promise date (perhaps entered by the vendor via PartnerNet)

3. If promise date is not entered, then the earliest Required date.

The system also takes into account is the item Active or Inactive, and is the manufacturer part number approved or not. If the item is inactive or not approved, it is not possible to select the item to the receipt and an error message is displayed.

The scanning logic also takes account of the use ANSI Data Identifier Standard marked codes (ANSI MH10.8.2-2010) as follows:

If item id contains pre-fix P or 1P, the search is done with and without pre-fix at the same time. For example:

• Code PAB123456 is scanned to the item id field. Program searches from database item code, which is PAB123456 or AB123456.

• Code 1PAB123456 is scanned to the item id field. Program searches from database item code, which is 1PAB123456 or AB123456.

Entering serial numbers and lot numbers #

If the item is marked as requiring serial numbers or lot numbers, this data needs to be entered before the receipt can be completed. Tabs for either serial numbers or lot numbers will appear.

First select the product for which the numbers will be added.

Serial numbers can be entered either by entering the data and pressing add (i.e. reading the serial number from the item itself) or by using the Autonumber feature which will create numbers for all items based in the number series set in system settings.

Serial numbers can be entered with a bar code reader.

First select the items for which lot numbers should be added. Enter the quantity of the lot, the lot number, start date and optionally comments and the due by date. Press Add.

Note that items from the same lot may already have been received. In this case enter the data to the updated lots grid.

Work order needs

If there are work orders that have been allocated items on this receipt, this is shown on the Work order needs tab. This is just an advisory to the person making the receipt that it might be preferencial to take the materials directly to the work order rather than shelving them in inventory.

Completing the receipt #

Click the Complete button to complete the receipt. This will do the following before returning to the main menu:

• check all necessary data is present,

• set the date to today if it is not already set

• make the necessary stock entries for the received items

• Mark the purchase order(s) and their lines as either complete or part received

By pressing the New button, the system will prompt if you want to complete the current receipt or not. Then it will prompt for (optionally) a purchase order number. If receiving shipments in sequence, it will be less work to use the New button rather than the Complete button.

Purchase invoicing #

When a supplier sends an invoice this will be connected to the receipts that have been completed. In this way it can be ensured that each invoice is for valid receipts and that the prices charged correspond with the original purchase order. If the receipt has been connected to an invoice this information will be displayed on a tab of the receipt.

The status of a receive operation can be: