Acknowledge a Purchase Order

Access

Use this program to record delivery information you received when the vendor acknowledged receipt of your purchase order. Note that purchase order acknowledgements are optional and for informational purposes only.  

For example, assume that when created, a purchase order contained an estimated delivery date. The vendor confirms receipt of the PO and provides a delivery date. Use this program to indicate acknowledgement of the PO by the vendor and update the purchase order with the actual delivery date. You can acknowledge the entire order or a portion of it.

You can view acknowledgement information via the Enter a Purchase Order and View a Purchase Order routines, as well as several reports including Report PO Ship Acknowledgements, Report Purchase Order Delivery Information, Report Purchase Orders by Product, and Report Purchase Orders by Vendor.

 A purchase order cannot be acknowledged when it is on hold. See the On Hold Purchase Order Overview topic for instructions and information about removing the on hold status of a purchase order.

PO Number #Enter the number of the purchase order you want to acknowledge or click the Search button to search for a purchase order by a specific product.

You cannot acknowledge purchase orders with the On Hold field active (see Purchase Order Entry).  You must remove the Hold status via Purchase Order Entry (see Open Purchase Orders) before you can acknowledge the purchase order.   

EDIIf EDI processing is active for this vendor, a check appears at this field. Otherwise, the field is blank.

Container #

VendorThe vendor name displays after you enter a purchase order number.

Acknowledgement #Enter the number of the acknowledgement received from the vendor.

Acknowledgement DateEnter the date of the acknowledgement received from the vendor.

Shipping Date

Delivery Date

ProductSelect the product you want to acknowledge.  The product must appear in the grid.  You can enter the product code directly, or double-click on the grid item.

Once you select a product, the In Transit, Unit Cost, and Delivery Date fields display for the product.

Vendor ModelThe vendor model number (if any) displays for the selected product.

Quantity ReceivedThe quantity received (if any) from the current purchase order displays for the selected product.

Discount CostThe discounted cost (that is, unit cost less any discounts) displays for the selected product.

Extended CostThe line extension displays for the selected product.

Quantity In-TransitEnter the quantity of this product you want acknowledged as being “in transit.” If a portion of this order was previously acknowledged, the in-transit quantity displays. Otherwise, this field initially displays zero (0).

Unit CostThe replacement cost (if any) from  the Product record displays in this field for the selected product.  To edit this field, you must have access via the Update product replacement cost within purchase entry screens field in the Extended Security settings.

If you have access and you enter a cost that differs from the replacement cost for the product, a message appears with the option to update the Product file with the new replacement cost.

Acknowledgement #The acknowledgment number for the entire order appears. You can edit this number.   

Acknowledgement DateThe acknowledgment date for the order appears. Use this field to enter an acknowledgement date for the selected product.  If you click on the Calendar Icon, a calendar appears which you can use to enter a date.

Shipping Date

Delivery Date