Receive a Purchase Order

Use this routine to create warehouse receiving entries from purchase orders. Using this routine, you can receive into inventory items ordered via the Enter a Purchase Order routine.

To receive inventory without a purchase order, use the Receive without a Purchase Order routine.

You can receive supply orders (as well as merchandise PO's) if the "RECEIVING - Supply Purchase Orders must be Received" setting in your Purchasing Control Settings is enabled.

To change the receiving location of a purchase order, use the Receiving At field on the General tab in the Enter a Purchase Order routine.

If WMS is active, this routine is not available for WMS locations.

When receiving a one-time-buy purchase order, the system sends a STORIS Messenger email to specified individuals.

If no accounting package is active in STORIS, then when you fully receive a purchase order, the option appears to delete the purchase order.

Specify the type of activity you want to perform on this purchase order. Choose from the following:

Receive Merchandise - use the normal receiving process
Reverse a Receiving Error - issue a credit receipt

The system does not allow you to mix normal receiving and credit receiving within a single session.

The choice you make at this field affects the columns that appear in the grid.

Specify whether or not to supply default quantities for the grid. If you check the box, the system calculates the default quantities for the Received column for both regular or credit receiving. If you leave the box empty, the system sets all defaults to zero.

Access to this field is controlled by your User/User Group Logistics Security settings. If you have permission via the Supply Default Quantities within Receive a Purchase Order setting, you can check or un-check the box at this field. If you do not have permission to check the box, you must obtain a security override to edit this field. The initials of the user granting the security override are saved in the purchase order comments.

Enter the purchase order number containing the merchandise being received or click the Search button to search for a purchase order by a specific product or vendor. You can also use one of the following options via the Action button:

Multiple Purchase Order Selection Window - To receive multiple purchase orders, click this Action. Open lines from the PO appear in the grid.
EDI Trip Info - To receive multiple purchase orders by vendor and trip ID, click this Action. This Action is only available if the EDI module is active on your system.

This is an optional, free-text field providing ten character spaces you can use to record additional reference information regarding this Warehouse Receipt. For example, you can use this field to record the

packing slip number of the receipt,
initials of the warehouse person who counted and received the merchandise, or
name of the freight company that delivered the goods.

After you specify a receipt date and the purchase order number containing the items to be received, information from the purchase order appears on the screen (information appears if the Supply Default Quantities field is checked - otherwise, you enter quantities manually). Information for each line item in the grid includes the

PO Number - the purchase order displays.
Product - the product number displays.
Description - the description of product displays.
Ordered - the quantity ordered is displayed.
Received - the total quantity available to be received is displayed. You can edit this field to the amount you want to receive.
Open - the quantity open is displayed.
Detail - the special order product number is displayed.

Click on the grid item you want to receive into inventory, specify in the Received field the amount you want to receive, and click Enter. The system updates the quantities in the Received and Open columns of the grid for the selected line item. Lines that have been fully received show an open quantity of zero. You can edit a quantity of zero if you need to record an over-receiving.

You can navigate the grid in any of several ways.

Press the Enter or Tab keys to move down to the edit box or grid row immediately below.
Press the up or down arrows to move to the edit box above or below the current grid row.
Click on any row to move to the edit box on that row. Note that a double click has no special function.

The system does not update data until all lines are accounted for. The following describes the functions of the buttons at the bottom of the screen.

Save - saves your changes.
Clear - discards all changes and allows you to start over.
Delete - performs no action in this process and is thus inactive.
Exit - the system asks if you want to discard your changes. If you say Yes, the system discards all changes and returns you to the menu. If you say No, the system saves your changes.

Reverse a Receiving Error

If the items you want to "un-receive" have not been paid for, you can use this method to correct the receiving error. Using this method impacts payables. If you have already paid the vendor for these items, use Enter a Stock Adjustment to adjust the inventory quantities and then enter an adjustment to payables, if needed.

You cannot un-receive any items for which you have created an AP bill.

If the PO had a reference number attached to it, that same reference number must be used to reverse the receiving error.

To "un-receive" an item on a PO, select Reverse a Receiving Error at the Type of Activity field, then enter the PO number in the Purchase Order field. If a check appears at the Supply Default Quantities field, the credit amount (in the form of a negative number) defaults from the purchase order into the grid. Note that in this event, the Available column displays the quantity available to credit-receive for each line item on the purchase order (that is, for quantities that have already been received against this purchase order).

If a check does not appear at the Supply Default Quantities field, you enter quantities manually. For each line item in the grid, enter into the Credit column the number of items you want to un-receive. The system ensures the numbers are negative numbers. Enter zero to ignore a line. Click Save when done. The Serial Number / Storage Location Entry screen appears.

If you know the serial numbers of the items you want to un-receive, enter them. If not, you can click on the Actions button to access the Serial Number Selection screen. That screen displays all items from the purchase order, identified by serial number, available to be un-received. If no items from the purchase order are available (for example, all were sold), a message appears. Select the items you want, and click OK. Click Save on the Serial Number/Storage Location Entry screen to return to the PO Receiving screen. The grid displays the updated Credit and Available amounts.

Entering Serial Numbers

STORIS provides a separate screen for entering serial numbers for received goods. See the Help topic for the Serial Number/Storage Location Entry screen.

Entering a New Location

STORIS provides a separate screen to enter locations for received items. The screen appears after you click Save on the Serial Number/Storage Location Entry screen (provided the receiving location on the PO is location-tracked). When you access in Location mode, the Storage Location column is active and you can edit the cells in the column.

If you check the box at the Default Next Storage Locations field, you can mass-update the Storage Location column, That is, if the box is checked and you change the contents of one of the cells in the Storage Location column, the system changes all the cells in the column below the edited cell.