Entering Receivings

Note:  For any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field.  The repeat function is only available after your initial entry.

1. From the Accounts Payable screen, select the Data Entry menu and then Receiving.

2. The Receiving screen will appear.

3. If needed, click the New Record button to initialize the screen for a new entry.

4. Enter the number of the purchase order for which the merchandise was received in the Purchase Order Number field.  If the purchase order number is not known, click the down-arrow button or the Find button to select the correct one.

Note:  If one or more ship to addresses are assigned to the user in the User Security option, only the purchase orders tied to the designated ship to addresses can be entered in this field for receiving.

Tip:  If desired, click the Go To button located to the right of the Purchase Order Number field to open the Purchase Order Inquiry option for the specified purchase order.

5. Enter the date to use as the default for the date the merchandise was received in the Received Date field.  Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.  Leave the field blank to default to the current date.

6. The purchase order detail lines with the Print on Purchase Order field selected appear in the Purchase Order Detail Information List.  The detailed information as entered on the purchase order for each line displays, along with the outstanding balance, whether a receiving has previously been entered, the outstanding quantity, and whether an invoice has been entered for the detail line.

Note:  The detail lines that appear in the list include those with both the Print on Purchase Order and Post to General Ledger fields selected, and those with only the Print on Purchase Order field selected.  The detail lines with only the Post to General Ledger field selected do not appear.  If desired, click the Go To button located to the right of the URL field (cursor must be in or over the field before the button will appear) to launch the Internet browser and display the specified website, if applicable.

Tip:  To view only the purchase order detail lines with an outstanding balance, plus all the detail lines designated with only the Print on Purchase Order field selected (those with or without an outstanding balance), click the Display Outstanding Only button located above the Purchase Order Detail Information List.  To view all the purchase order detail lines (with or without an outstanding balance), click the Display All button located above the Purchase Order Detail Information List.  By default, the Display Outstanding Only button is selected.

7. To receive items for one detail line, click on the desired line in the Purchase Order Detail Information List and then complete the following:

• In the blank line (indicated with an asterisk) at the bottom of the Receiving Information List, enter the appropriate status (Incomplete, Final, or Cancelled) in the Receiving Status field, or click the down-arrow button to select the correct one.  If only part of the line item was received and the rest is still expected, select Incomplete.  If the line item was received in full, select Final.  If the line item was cancelled and will not be received, select Cancelled.

• Enter the number of the quantity received (or cancelled) for the detail line in the Received Quantity field.  The quantity can be up to 14 digits long (including the decimal point, if applicable) and will be rounded to 4 decimal places by the system if capable.

• If desired, enter a comment to track for the receiving (and display when invoicing the purchase order) in the Comments field.  The comment can be up to 1,000 characters long.

• Select the Asset field to track the line item as an asset within the Fixed Asset Inventory module, if applicable.  A checkmark will appear in the box if the field is selected.  By selecting the field, when the purchase order is invoiced and the batch posted, the item will post to a pending file and then can be added to a batch within the Add New Assets option in Fixed Asset Inventory (using the View Accounts Payable Assets option).

Note:  If the amount of the line item is equal to or greater than the amount entered in the Minimum Inventory Amount field in the Accounts Payable System File (if applicable), a warning icon will display if the Asset field is not selected for the line item.

• If the Asset field is selected for the line item, click the Edit Record button located to the right of the Asset field to enter additional information for the asset (for use when adding the asset to the Fixed Asset Inventory module).

Note:  Multiple assets can be entered for one detail line, if needed.

Steps to Complete the Asset Details

• Enter the date the merchandise was received in the Received Date field.  Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.  The date entered in the Received Date field at the top of the screen will appear as the default, but can be changed.

• The system will automatically display the ID of the current user in the Received by User field and the field cannot be changed.

• The Invoice Number field will be updated by the system once the receiving detail line on the purchase order has been invoiced (the invoice saved).  The field cannot be changed.

• Click the Save button.

• If designated to do so in the Email Manager option, a receiving notification email will be sent at this time to the designated user.

Note:  If a notification email did not go through, a message will appear; click OK and then contact the Business Office in order to check the activity log file (System Log tab within the Activity Log option) and resolve the error(s).  If an email is rejected, the rejection notice will be sent to the appropriate address for the designated email address in the Email Manager option.

Tip:  A notification email is not sent if the only changes made were to update the Receiving Status to Cancelled for one or more purchase order lines.

• Repeat Step 7 until all the desired lines have been received for the specified purchase order.

Note:  All receiving lines entered for the selected purchase order detail line appear in the Receiving Information List.  The receiving lines entered by different users and those that have been invoiced will be disabled and cannot be changed.

8. To receive all the detail lines at once if the purchase order is received in full, click the Process All Detail Lines as Final button and then click the Save button.  By clicking the Process All Detail Lines as Final button, the system will automatically add lines in the Receiving Information List with a Receiving Status of Final for each detail line displayed in the Purchase Order Detail Information List that does not already have a line with a Receiving Status of Final or Cancelled and has an outstanding balance (or has only the Print on Purchase Order field selected (with or without an outstanding balance)).  If needed, complete the asset information for the applicable line items (refer to the steps above).

9. Once all the receivings have been entered, print a listing if desired.

Tip:  Print the Receiving Report-Detail or Receiving Report-Summary from the Reports menu to view a listing of the receivings; if desired, to only print the receivings just entered, complete the Received by User ID and Received Date parameters.  Print the Asset Details Report for Receiving from the Reports menu to print the detail information for the line items tracked as assets for posting to the Fixed Asset Inventory module.

Steps to Print a Report

10. Click the X in the upper right-hand corner to close the Receiving screen.