Receiving Purchase Orders

Sometime after a purchase order has been created you will want to receive it. Here are the steps required to do so:

1. Recalling a Purchase Order
2. Updating Prices on a Purchase Order
3. Receiving Inventory
4. Creating the Bill

Recalling a Purchase Order

Before receiving a purchase order you should recall and review it using any of the following methods:

• Enter the purchase order number in the Purchase order field on the Enter Purchase Order screen and press Tab. Leading zeros can be omitted.
• Click the search control in the Purchase order field on the Enter Purchase Order screen. Use any of field or combination of fields to specify the PO you want and click Search. Choose the correct purchase order from the resulting list.
• Preview any purchase order report and click on the purchase order number.
• If the purchase order was created from a dispatch or invoice, it can be seen by clicking the Activities button on the screen showing the related record and selecting View Ordered Parts. Highlight the desired purchase order and click Open.

Updating Prices on a Purchase Order 

Some vendors will provide a copy of the invoice with the material you ordered. If they do, update the line items on the purchase order to reflect the actual price per part or account if necessary.

Once that has been completed, click the Save and Receive icon at the top of the screen.

Receiving Inventory

At this point the Receive Items screen should show all the line items and associated quantities that were on the purchase order. 

Receiving Stock Items

When receiving normal stock items into inventory, enter the number of items actually received in the Quantity field on each line. The warehouse, department and job can also be changed at this time.

Receiving Serialized Items

If the purchase order included serialized items, each serialized part will appear as separate line item on this screen. A serial number must be entered for every serialized part received. The warehouse, department and job can also be specified at this time.

Receiving Accounts

Accounts are received just like items are except that the warehouse field is ignored. We recommend assigning a department to each account line to ensure it will show up where you want it to on your reports.

Receiving All Items

To receive everything on the invoice, click the Receive All button on the toolbar. Note: it may still be necessary or desirable to change the warehouse, serial number, etc. on certain lines after doing this.

Splitting Lines

Sometimes it may be desirable to receive a partial quantity of a particular item to one warehouse/job/department and the rest to another. To do this, click on the line to be divided followed by the split line icon on the toolbar. Enter the number of items you would like to separate and click OK. Now each line can be assigned its own warehouse, job and/or department.

Printing Barcodes

Before completing this process it is possible to print bar codes for every Item (not Account) received. To do this, click the Barcodes button on the toolbar and specify the types of labels you are using.

Creating the Bill

If you have the vendor's invoice at this point, verify the Terms and click the Save and Bill icon on the toolbar. See Creating a Bill When Receiving Items for details on how to create the bill in your accounting software.

If the bill has not yet arrived click Save to update your physical inventory and cost instead. See Creating a Bill Later for the procedure to follow when the bill comes in.

See Also