Purchase Order Receiving FAQs

Yes, provided the purchase order has not been received and you have permission via your user group/user security settings (see below). If the PO is open, you can change the location using the Receive At field on the General tab in the Enter a Purchase Order routine.

Security Settings - If the PO has been submitted via EDI, you must have the "Edit EDI purchase orders that were electronically submitted" setting enabled in your user group/user Purchasing Security settings. If the PO has been printed, faxed, or emailed, you must have the "Edit purchase orders that have been printed, faxed or emailed" setting enabled in your user group/user Purchasing Security settings.

If merchandise on the purchase order is not sold, paid for, or currently reserved on a sales transaction:

You can do the following to correct the over-receiving. (If you have pieces reserved on sales transactions, you must first remove the reservation for those pieces by accessing the orders directly in Enter a Sales Order.)

1. Using the Receive a Purchase Order (Receiving from PO) routine, enter the Receipt Date.

2. At the Type of Activity field, select Reverse a Receiving Error.

3. Select whether to Supply Default Quantities, and enter the Purchase Order and optional Reference Number.

4. For each product you want to adjust, enter into the Received column of the grid the quantity by which you want to reduce the receipt.  Enter a positive number. The system interpolates a negative sign to your entry.

5. Click the Save button to update the entry. Using this method, payable transactions are affected. Use this method only if the receipt for these items has not been paid.

If the vendor has already been paid for the merchandise on the purchase order:

You can allow the over-receipt to exist and then use Enter a Stock Adjustment to reduce your quantity-on-hand. Following the stock adjustment, you may also need to enter a payable adjustment.

To correct an over-receipt of merchandise received without a PO:

1. Access the Receive without a Purchase Order routine.

2. Specify the original reference number and vendor number.

3. Enter the quantity that was received in excess as a negative number.

To receive merchandise in bulk-freight quantities do the following.

• Use the Receive a Purchase Order with a Separate Freight Bill process, where you can receive multiple purchase orders against a single freight bill. Make sure you select Receive Batch at the Action for this Batch field.

• When the Receive a Purchase Order screen displays receive the first purchase order, click the Save button, and enter the next PO.

• After you enter all PO's and click Save, click the Exit button while at the PO Number field to return to the Receive a Purchase Order with a Separate Freight Bill screen.

• Once you receive all PO's for the freight bill, choose how to distribute the freight, and then click the Close Batch field. Click Save to update.

Different rules apply, according to whether accounting is active on your system (STORIS AP/GL or third party interface) and whether the purchase order is fully or partially received.

If accounting is active (payments/approvals in STORIS) on your system:

You can use one of the following methods to close a partially received purchase order.

1. You can select the Close Purchase Order option from the Actions button on the Header tab of Enter a Purchase Order.

2. You also have the option of setting up your system to prompt you during receiving to close the partially received purchase order. If the Allow Receiving to Close Purchase Order field in Inventory Control Settings is active, the Receive a Purchase Order process asks if you would like to manually close receiving for the purchase order.

If accounting is active on your system:

Fully received purchase orders (quantity ordered matches quantity received) are closed by the system when you approve them for payment.

If accounting is not active (no payments/approvals in STORIS) on your system:

You can use method 1 or 2 listed above to close partially received purchase orders.

To close fully received purchase orders, you must first answer No to the prompt that asks if you want to delete the purchase order (now fully received). Once you answer No, you can use method 1 above.

Purchase orders are moved to a "closed list" using the options above, but do not show the status of CLOSED until you run the Generate Daily Reports (End of Day) processing. (During day ending processing, the closed date is updated.)