Purchase Order Receiving High Level Instructions

The following provides high level instructions for entering and receiving against a PO (Purchase Order). Many variations to this flow are available based on our customer’s operational needs. Use this document to understand the basic flow of PO Receiving.

Coreflex staff can assist you with alternate standard and custom flows. Contact us at customerservice@coreflexoffice.com for assistance.

1. Enter a PO.

1.1. Go to the Purchase Orders – PO Entry/Edit tab. For complete details on this tab see the Purchase Orders - Entry /Edit Screen Documentation.

1.2. Click the Create New Button. A new PO with a status of New will appear with an Order # Pre-Assigned.

1.3. Select an Vendor.

1.4. Reference is the Vendors Reference # for the order.

1.5. After entering the header information for the PO, click the Save button on the right.

1.6. Additional fields and address information can be added by clicking the More Button.

1.7. To add items to the PO, click the Select Products button.

1.8. A dialog will appear allowing you to search products by Productid, Description, and/or any of the 10 product category fields. For all the functions of this screen, please refer to the Purchase Orders – PO Entry / Edit – Search Products Documentation.

1.9. For quicker entry on this screen, enter the productid in the large field at the top and hit enter. The cursor will move to the QTY field. Type a Qty and hit enter. The item will be added to the PO as shown in the right list and the cursor will go back up to the Edit field ready for the Next productid.

1.10. After all the products and quantities are entered, click the Close Button.

1.11. Back on the POEntry Edit Tab, click the Entry Complete button. The PO will go to a status of Awaiting Receipt.

2. Receive the PO.

2.1. Go to the Purchase Orders – PO Receiving tab. For complete details on this tab see the Purchase Orders – PO Receiving Screen Documentation.

2.2. Enter the PO # or click the Search Button to see a list of POs that are Ready to Receive. The PO will appear on the screen.

2.3. Update the Date Received and any other header information as needed and click the Save button.

2.4. Use the Change Location button to change the destination locations for the inventory in Coreflex. The Split Item button may also be used if some of an PO line is to be placed in one location and the rest in another.

2.5. To partially receive a shorted PO item, highlight the item in the bottom list and enter the actual quantity received in the Enter Qty Received Field. Then click Item Received. The status of that item will go to Receiving Complete and the inventory will be increased by the quantity entered.

2.6. Repeat the above step for any other shorted PO lines.

2.7. Click the Receiving Complete button at the top of the screen to fully receive any remaining lines. The status of the PO should go to Receiving Complete.

2.8. There are other various functions which can be done including printing Receiving Reports and Labels.

3. Create Bill in QuickBooks.

3.1. Go to the Export Menu and select QuickBooks. For more information about this screen see the Export – QuickBooks Screen Documentation.

3.2. Highlight Create Bills.

3.3. Set the Date Range of Pos to send to QuickBooks as desired.

3.4. Click the Connect to QuickBooks button. All Pos with a status of Receiving Complete will be inserted into QuickBooks as Bills. The Status of the Pos will be changed to Awaiting Backorder Generation.

3.5. Notes:

3.5.1. Vendor, Product Ids, and Shipping Method must exist in Quickbooks.

4. Create Backorders

4.1. Go to the Purchase Orders – Create Back Orders tab.

4.2. Click the Create Back Orders button.

4.3. All POs that are in a status of Awaiting Backorder Generation will be checked for shorted lines and changed to a status of Complete.

4.4. If any of the PO lines are found to be shorted, a new PO with a status of Awaiting Receipt and an order number the same as the original PO # but with a .1 added to the end will be generated and the remaining quantities of the shorted products will be the items.

4.5. If a Back Order is back ordered again, the suffix will change to .2 and so on.