PURCHASE ORDERS – PO RECEIVING

 

Update 22 Init 25

 

1.0    This screen is used to receive POs.  POs can be received line by line or all at once.  Receiving forms and reports can be printed.

 

2.0    Fields

2.1        Query Drop Down and Query Field.   The drop down at the top of the screen allows you to search for POs in various statuses.  For some of the queries, a value in the Query Field (the field to the right of the drop down) will be required.  After making a selection from the drop-down and entering a value in the field (if necessary), click the Search button and a list of POs meeting the criteria will be displayed.   Double click on the one of the POs and will be brought up on the screen for editing or review.

 

2.1.1        The Query List will be sorted based on the System Setting POs: Query Search Results Sorting.

 

2.2        PO #.  This is the PO # which is a unique number within Coreflex.  It is generated automatically when New POs are created on the PO Entry Edit screen.

2.3        Status.  The Status of the PO.  Only POs with a status of Awaiting Receipt can be received on this screen.

2.4        Vendor #.  The vendor being ordered from.  Use the Setup Vendors screen to add or update Vendors in Coreflex.

2.5        Reference #.  Vendors Reference # for this PO. 

2.5.1        The prompt name can be changed using the system setting POs: Reference Field Name

2.6        User Field1.  Typically this field would hold the Container # of the items being delivered.

2.6.1        The prompt name can be changed using the system setting POs: User Defined Field 1 Name.

2.7        Priority.  Priority of this PO.

2.8        Ship Method.  Method of shipment of the goods to the warehouse.

2.9        Date Received.  The actual Receive Date of the PO.

2.10    Carton Qty.  Number of total Cartons Expected to be received.

2.11    Ref 2.  Alternate Reference or descriptive # for the shipment.

2.11.1    The prompt name can be changed using the system setting POs: Reference Field 2 Name.

2.12    User Fields 2-5.  Additional Information fields.

2.12.1    The prompt names can be changed using the system setting POs: User Defined Field 2-5 Name.

2.13    ETA.  The expected delivery date of the goods to the warehouse.

2.14    Comments.  PO Comment.

2.15    Carton Qty.  Cartons Received on the entire PO.

2.16    Pallet Qty.  Pallets Received on the entire PO.

2.17    Enter Qty Received.  Allows entry of the Qty Received for the highlighted PO Line.  Either click enter on the field or the Item Received button to receive the highlighted line individually.  Only items of a status Awaiting Receipt can be received this way.

2.17.1    Note:  The Lot # and Expiration Date (see below) must be entered before the line is received.

2.18    Lot #.  Requires Feature Lot Tracking.  The Lot # of the highlighted PO line is entered here.  This field may be left blank.

2.19    Exp Date.  Requires Feature Lot Tracking.  The Expiration Date of the material in the highlighted PO line is entered here.

2.20    Cost.  Requires Feature Lot Cost.  Enter the Cost of the goods being received.  This cost will be tracked with this actual inventory.  Costs for Multiple receipts of the same product can be tracked this way.  There is a requirement that you cannot mix the same product with different costs in the same location.

2.21    Product Dims .  Opens the View PO Product Dimensions Screen which allows the carton sizes to be recorded as well as the Product Master to be updated.

 

3.0    Buttons

3.1        Search.  Searches the POs using the Query Drop-Down and Query Field at the top of the screen.  Double click on a PO in the resulting list to review or edit it on this screen.

3.2        Receive Complete.  Receives all items that still have a status of Awaiting Receipt.  If the Qty Recvd has not been updated on the Product Dims Screen, it will update the Qty Recvd to the Quantity amount and receive that amount.  The Item status will be changed to Receiving Complete.  The PO status will then be changed to either Receiving Complete (Bill to be created in Quickbooks) or Awaiting Backorder Generation based on the system setting: Quickbooks: Create Bill Receipt.

3.2.1        Notes:

3.2.1.1  This button should not be used if Lot #’s, Exp Dates, or Serial Numbers need to be entered.  Instead use the Item Received Button after entering the above information.

3.2.1.2  Items where the Quantity to be received does not match the Qty Actually Received should be received using the Item Receiving Button first, then the remaining items can be received all at once using this button.

 

3.3        Receiving Form.  Prints the Receiving Form specified by the System Setting: Printers: Receiving Form Template.  This form is generally used before the ASN is received to put away the material.

3.4        Receiving Report.  Based on the system setting POs: Receiving Screen Receiving Report Button this screen will either pop-up a window allowing the user to Select a Receipt for which to print the Receiving Report or Directly Print the Receiving Report for the PO.   

3.4.1        The Receiving Report format is set in the System Setting: Printers: Receiving Report Print Form.

3.5        Print Receiving Label.  Prints Receiving Labels for the PO. 

3.5.1        The Receiving Label Format is set in the System Setting:  Printers: Receiving Label Template.

3.6        Create/Assign Bins.  Pops up the Create Bin Options screen which will automatically assign and/or create bins for the products on the PO. 

3.7        Save.  Saves all information entered in fields above the items list.

3.8        Update Comment.  Pops up a window which allows updating of the PO Comment.

3.9        More…  Pops up the PO Data screen which allows the entry of Addresses, Bill Category, and Charge Codes to the PO. 

3.10    Item Received.  Use this to individually receive the highlighted PO line.  The line will be received and its status changes to Receiving Complete.  Only lines with a status of Awaiting Receipt can be received.

3.10.1    Note: Enter Lot, Exp Date, Serial #, and Qty Received before clicking this button.

3.11    Change Location.  Pops up a dialog which allows the destination location for the Received Items on the highlighted line to be changed.  Optionally, the destination location for all lines can be changed.

3.12    Enter Serial Nos.  Requires Feature Serial Number Tracking.  Allows the entry of the Serial Numbers for the highlighted PO line.  This is used when the serial numbers have not been previously imported for the receipt.

3.13    Enter Serial Range.  Requires Feature Serial Number Tracking.  Allows the entry of a range of Serial Numbers for the highlighted PO line.  This is used when the serial numbers have not been previously imported for the receipt.

3.14    Update Serial Nos.  Requires Feature Serial Number Tracking.  Allows the status update of the Serial Numbers for the highlighted PO line to Applied.  This is used when the serial numbers have been previously imported for the receipt.

3.15    Update Serial Range.  Requires Feature Serial Number Tracking.  Allows the status update of a range of the Serial Numbers for the highlighted PO line to Applied.  This is used when the serial numbers have been previously imported for the receipt.

3.16    View Details.  Pops up the View Order Screen which displays more details regarding the PO Items.

3.17    Split Item.  Pops up a dialog allowing the PO line to be split.  This is used to receive a line into two different location or perhaps to enter different lots for the same line.