PURCHASE ORDERS - Receive Items

How to Receive Inventory Items on a Purchase Order

Receive Inventory Items on the Purchase Order on one of 2 ways:

1. Line Item Receiving

• receive All items on the Purchase Order using the Items Receiving menu -or- enter the Receive Qty into each line in the grid

• Serial / Numbers - if prompted, enter the Serial / Lot Number(s) (see setup in Inventory - Serial Numbers tab)  
  • Manual Entry 
    • enter the Serial/Lot Number in the Manual Entry field
    • enter Quantity (if this item is Lot Numbered)
    • enter Expiry Date (if this item is Lot Numbered)
    • press your tab key to load into the Serial / Lot No grid
    • continue to enter for all Serial / Lot numbers being received
    • click OK
  • Auto-Generate if Serial Numbers are sequential
    • enter the first Serial No for the sequence in the Manual Entry field
    • click Auto-Generate to assign the Serial Numbers for the balance of the items
  • option to view / re-assign the Serial / Lot Numbers on items just received in the current Purchase Order edit session:

             

• Landed Freight / Landed Duty enter in one of 2 ways:

1. 1. line-by-line percentage or dollar value, the totals for which will display in the Order footer
   2. enter the amount directly into the footer, to apply to all items being currently received

• • you will be prompted for costs distribution options:
  • the Landed Freight and Landed Duty values can be saved for that Inventory item in order to load into subsequent Purchase Orders: Edit > Company Settings > Inventory > Save landed costs                      

• option to review the Pending Purchase Order Receipts report, for receipts saved but not fully Received ( Receive was not clicked in the PO Header yet)
  • click in the PO Header and select the report:

                 

• click Receive in Purchase Order header to complete the Receive process and update inventory quantities and post values to the General Ledger
  • User settings permitting, you will be presented with the option to Post GL transaction automatically Yes or No (No to change GL Accts)

             

 

2.  Receive Order tab - receive goods with a scanner on an Issued Purchase Order here, as an alternative to receiving from the grid functions in the Main tab, as explained in 1.

• • Scan the Part / Serial / Lot Number barcode to input receive qty of 1 
    • alternately, type a Quantity multiplier (see Company Settings > Inventory - Quantity Multiplier) into the scan box, enter quantity then your Quantity multiplier (ie: *), then scan barcode

                         

• • if you are receiving a serialized / lot numbered item you will be prompted to enter a serial / lot number for each item received (see Serial Numbers above)
  • button will remove all quantities scan-received for the item selected
  • Cost may be accepted or modified
  • Extended Cost displays the unit Cost times the Order Qty
  • option to change Sell 01 (default selling price)
  • Location loads warehouse location from Inventory > General tab and may be modified
  • Vendor Part No loads from the Inventory > Vendor Prices, and may be modified

• • Column Customization - see Purchases List Column Customization

• Purchase Receipts tab displays everything received so far on this Purchase Order

• • Refresh to load any receipts that may have been posted since last refresh and that may not be displaying on this list

• • Receipts List Filters / Search / Customization - see Purchases List Customization
  • View / Edit the Purchase Order in a new window
  •  Export the Purchase Receipts list to Excel

• Accounts Payable tab will display any Vendor Invoices posted so far, for items received on this Purchase Order (see Purchase Order Vendor Invoice)