The following document will lead you step by step in receiving a Purchase Order which had been created in the system previously.
Receiving in a PO
From the Main Menu go to 4.1.1, Receiving Entry
Type the letter “P” and hit ENTER. The “P” is for Purchase Order.
It will then ask you: “Enter Purchase Order Number or <?> for PO Lookup”. Enter the PO number here, or you can use a “?” to use the PO list lookup and search through the numbers to find the one needed.
The cursor will now be highlighted on the Invoice # field. Enter your invoice number from the receiving and hit ENTER.
It will then jump to line #6 so that you may be able to enter your Receiving Clerk ID (This is the same as your salesperson ID.)
You will now be at the bottom of the screen at Enter Selection. It may be that you need to fix all of the quantities received in. To Zero Out all quantities hit “Z” at Enter Selection and then ENTER. It will ask, “Are you Sure you want to Zero all Quantities Received :” If you say “Y” for YES, they will all become zero. All quantities are now “0” (zero).
Hit #10 and ENTER and you will be able to edit the lines QTR now (Quantity to Receive.)
Change each line item using your arrow keys and Enter Key.
You may need to change the unit cost as well if it had changed since you made the PO.
After you are done editing what needs to be edited, then hit backslash (\) and then ENTER.
You are then able to proof the receiving by running a report. To print the report hit “PR” and then ENTER.
When you have proofed your work, come back into the Receiving Screen and hit “P” to post to inventory. The Receiving will not affect inventory until you post it.
When you are posting, there will be a series of toggles to apply if needed before it finally posts.
First it asks you about backorders. If you have lowered the QTR lower than an original PO, it may ask you if you need to backorder these items., If you want a backorder, leave the toggle to “Y” for YES. If you do not want a backorder, hit an “N” for NO.
The normal operation of inventory would need you to answer “Y” to the next question – updating vendor costs. Leave the “Y there.
If there is a discount you receive then enter it on this next toggle.
If you have the default setup for creating Vouchers in AP from this module, leave the next toggle “Y” for YES.
There are a series of GL account numbers to fill in only if you need to do something special to this part with freight or the like.
The toggle for “factor freight into warehouse cost” is usually left to “N”. Customers usually do not want to factor the freight into the cost of the part, but you can change this toggle to meet your specific needs.
The last toggle to be aware of is the question “update voucher”. Usually we do not have people immediately update the voucher upon creating it here. (This would not even apply to you of the toggle above does not say “Update AP”.)
Lastly, when you have answered all the questions, or you just left all the toggles alone and hit ENTER all the way through, the final question appears: “Zero Quantity Received items will be Ignored. Enter <Y> to Post”. Leave the “Y” there and hit Enter. You have now completed a receiving.
