Merchandise should be Received when it is delivered to your business. This will assure you that your Quantity on Hand and Cost is correct. If you do not have an invoice with the merchandise, use the Packing Slip number and make corrections to the prices in "Adjustments to Received Merchandise" (4.1.3) when the invoice arrives.

You can either receive merchandise by a Purchase Order or you can manually receive merchandise without a PO number.

If receiving a Purchase Order, enter the PO # or enter a <P> for PO Lookup at the Receive # field. Once you have selected the PO, press <enter> and the system will assign the next Receive #.

If you receive with a Purchase Order it must be Released to be Received. The Purchase Order Lookup in Receiving will use the setup “By Location Purchase Order Lookup” in “Purchase Order Setup” in PURCHASING (3.5.2 field 17). If setup then the PO Lookup will only display Purchase Orders with the same location as your port location.

When receiving a Purchase Order, if an Internal Comment was created in the PO, it will be displayed. You can view and/or change the comment. New Internal Comments cannot be created while receiving merchandise. The Internal Comment will also be displayed if an existing receiving is retrieved, and the associated PO contains an Internal Comment.

       NOTE: Please refer to "Purchase Orders" in Purchasing (3.2) for more information.

NOTE: A Receiving must be posted to update Inventory information.

Option to Clear PO Arrived Information: Enter <Y> to Clear the Arrived Information from PO #: Y

When <P>osting receiving, a new pormpt may appear, to clear the Arrived information from the PO. The default response is <Y> because the usuer would normally want to clear the information if they are waiting on backordered items. This prompt will only appear if the PO being received has been flagged as arrived (option <A> in Purchase Order Entry 3.2.2)

If the Receiving is an Existing Receiving Number then enter in the Receiving Number at the Receiving Number prompt and press <ENTER>.

If the existing Receiving has been posted, you may only view or print the Receiving Report, or print Receiving Labels. The following information will be displayed along with the Receiving Entry: Date & Time Posted, Port Number, User, Program & Location of Posting, Voucher Number (if applicable), Invoice Date; Hold Back Order (Y/N), Update Vendor Cost (Y/N), Discount Percentage, Freight Amount, Other 1 Amount:, Other 2 Amount, and Factor Freight into Cost (Y/N).

To receive without a PO number enter a <.> at the Receiving Number prompt and press <ENTER>. The system will assign a new Receiving number for this entry.

The Invoice Number in the Receiving Entry is a mandatory entry. This is a safeguard so that you do not receive the same order twice.

If you have not received the invoice from the vendor, enter in the Packing Slip number here for reference. After receiving the invoice, go to "Adjustments to Received Merchandise" in RECEIVING (4.1.3) to make any corrections in the prices.

If the Invoice number entered has already been used for this Vendor in "Voucher Entry" in ACCOUNTS PAYABLE (7.1.1), a warning will be displayed. Press <ENTER> to continue. You will be at the Location field.

The Receiving Clerk in Receiving Entry is a mandatory entry.

The Due Date in Receiving Entry is the expected due date based on the Vendor's Lead Time. If you are receiving without a PO number, this is not a necessary entry.

Please refer to "Part Numbers" for more detailed information.

The QTR refers to the Quantity to Receive. You may enter up to five numbers (ex. 99999).

The Quantity on Hold is included in the Quantity on Hand when calculating the Warehouse (Average) Cost. Since the Quantity on Hold is not actually gone from inventory yet, this makes the calculation more precise.

If there is a Unit Cost in the Inventory file for this Vendor, this will be displayed.

NOTE: If this is a Transfer PO, then the Unit Cost will be the Warehouse Cost from the Source Location.

There will be times when you have a large PO but only a few items to receive. It will be easier to zero out all items in one keystroke, then go and add the quqntity to the items that you are receiving. To zero out all quantities, type a <Z> and press <ENTER>. When you zero (0) out a Quantity Received item, the zero will remain on the Receiving Record. This will occur even if a Back Order is taken. The zero quantity received items will be ignored when Posting.

You may Save & Print Receiving Report. To save and print the receiving report, type PR and press <ENTER>. Press <ENTER> to continue. Please refer to “Received Merchandise Summary Report” (4.1.4) for more information on this report.

You may print a label for each item received. After you have put the labels on all the Parts, those labels that are left over are back ordered or have been left off the order. The labels to use are 4 across, and 2 3/4" x 7/16". Please call Perfection Software (800-766-7530) to order labels. Before printing, set your label printer to 10 CPI. Enter an <L> and press <ENTER>. The List Price may be printed on the label.

NOTE: Don't forget to reset your printer back to 17 CPI after printing the labels.

Posting the Receiving will update your inventory in "Inventory Entry" in INVENTORY (5.1.1). Please refer to "Post Receiving" for more information.

If the "Update All Locations" flag is set to "Y" in "Inventory Setup" in SYSTEM MANAGEMENT (10.2.4.2 field 1), the Replacement Cost is recorded in All locations rather than just the Receiving location. Please refer to "Replacement Cost" for more information.

You may have the program automatically create a Voucher in "Voucher Entry" in ACCOUNTS PAYABLE (7.1.1), when you Receive merchandise. Please refer to "Create Voucher" for more information.

The Invoice Date displayed will be the Receiving Date of the entry.

The Freight Amount is the actual amount of the freight for those items received. Please refer to "Freight and Other Charges" for more information.

If the Job Cost is turn on in "Job Cost Entry" in SYSTEM MANAGEMENT (10.7.1), you will have an option to enter the Job Cost for this Receiving.

If the cost of a Part Number has changed the cost in "Inventory Entry" in INVENTORY (5.1.1) from Posting the Receiving, a Cost Change Report will print. You will see the message: "Now Printing Changed Cost Part Numbers.... xx Part Numbers Printed. Press <ENTER>."

The part numbers may be sorted to make Receiving easier. To sort the part number in alphanumeric order, type SO and press <ENTER>.

You may Sort the Part Numbers by Part Number or Bin Location.