Receiving Purchase Orders

When you receive a delivery of items you ordered from your vendors, you record the receipt using Transaction/Purchase Orders/Receive Orders. You see this prompt:

Select Yes if you are receiving the items at a cost different from the one you entered on the original purchase order.

You see the Receive Purchase Order dialog box:

To select the purchase order you are receiving, enter the purchase order number or click on the picklist to see a list of open purchase orders.

You can also press Enter to skip over the PO# field, and select a vendor by entering a vendor number, name, or telephone number. Once you select a vendor, you see a list of all open purchase orders for that vendor.

Once you have selected a purchase order, you see the header information for that order.
You see the following command buttons at the top of the dialog box:

Click

Select if you want to select another purchase order.
Fwd to see the next open order in the purchase order file.
Back to see the previous order in the file.
Receive to record receipt of the currently displayed purchase order.

When you select Receive, you see this prompt:

Enter the purchase order receipt date. The default is the current system date.

After entering the date and selecting OK, you see the following prompt:

Select

Complete if you received all items on the purchase order. The program automatically fills in the open quantities for you.
Partial if you received part of an order.
Cancel to quit without receiving the order.

If you select Partial, or if you chose to edit costs during receipts entry, you see the following dialog box:

The top of the dialog box displays information about the entire purchase order, including the vendor and the receiving location. The middle portion displays detailed information about each item as you receive it. The bottom portion displays a list of all items on the purchase order.

Editing Costs and Receipt Quantities

If you chose to edit receipt costs, or if you are recording a partial receipt, you must select the line items whose cost or quantity you want to edit. Use the up and down arrow keys to highlight the line item you are receiving. As you move the highlight bar from line to line, the line item detail information is displayed.

To select an item, press Enter while it is displayed or click on it with your mouse. Enter information in the following fields:

Rec'd Qty: Enter the number of units you are receiving.

Unit Cost: Edit or accept the cost if the item.

Store and Bin: If you set up your Inventory Control company to use stores and bins, enter the store and bin where you are receiving this item. To skip these fields, press Enter.

After you enter the line item receipt information, you can select another line item from the list at the bottom of the window to process. If you are finished entering the receipt information, select Save to record the receipts you entered.

If you entered a partial receipt, you see this prompt:

Select

Close if you don't expect delivery on the rest of the order, and want to close remaining open order quantities automatically.
Keep open if delivery of the unreceived portion is forthcoming.

When you are finished receiving the purchase order, you return to the PO# field. If you want to receive another purchase order, enter its number. If you are finished receiving orders, select Exit.