Option 4Receipts

This function is used to enter receipts for one or more line items on a purchase order. (To enter receipts for all line items on a purchase order at once, you may use the Receipt Full PO function, one of the Special Programs on the Transaction processing menu.)

The Purchase Orders Parameters file specifies whether or not receipts are entered through the Purchase Orders application. (If not, they are entered through the Inventory Control application.) If receipts are entered through Purchase Orders, receipt entries automatically update the Products By Warehouse on order figures. If the Inventory Control application is part of the system, receipt entries also update on hand and uncosted quantities. Receipt entries remain uncosted until the corresponding invoices are posted.

Purchase orders must be fully receipted and invoiced before they are deleted from the system during Delete Completed POs posting.

Select “Receipts” from the Data Entry option on the Transaction processing menu. A sample Receipts entry screen is shown here.

Receipts screen

When the key value for a particular record is requested, you can review all the records in the file by selecting the Scan option. The records will be presented on an “Access” screen, and you will be allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press RETURN; the record will be displayed for editing.

Data items for the preceding screen are described below:

Transaction No

The system automatically numbers transactions in sequence beginning with ‘1’.

PO No

Enter a valid purchase order number to identify the purchase order to which the product receipt applies. You can use the Scan option to find an appropriate entry. The system displays the corresponding description so that you can verify your entry.

PO Line No

Enter a valid line number of up to 4 characters to identify the purchase order line item to which the product receipt applies.

Purchasing Quantity Received

Enter up to 5 digits and 2 decimals for the number of the vendor’s purchasing units received in the current entry. If you leave both this field and this Pricing Quantity Received field (see below) blank, the system defaults to the remaining quantity to be receipted (the quantity ordered minus the quantity already received). If you enter this field, the pricing quantity received (see below) is computed.

Purchasing UM*

The system displays the purchasing unit of measure.

Total Qty Ordered*

The system displays the total quantity ordered from the purchase order. It is expressed in the vendor’s purchasing units.

Quantity Previously Received*

The system displays the total number of purchasing units received to date. This does not include the amount you entered in the Purchasing Quantity Received field above.

Pricing Factor*

The system displays the pricing factor on the purchase order line item to which this receipt applies. This is the factor used to convert the number of purchasing units to pricing units.

Pricing Quantity Received

Enter up to 5 digits and 2 decimals for the number of the vendor’s pricing units received in the current entry. If you enter this field, the purchasing quantity received (see above) is computed.

Pricing UM*

The system displays the pricing unit of measure.

Product No*

The system displays the product number on the purchase order line item to which this receipt applies.

Warehouse No*

The system displays the warehouse number on the purchase order line item to which this receipt applies.

The entered data is validated. Press RETURN to save the information on this screen.

Select Next Record to go to the next Receipts record.

At this screen the use of the MODE keys—ADD, DEL, CHG, or INQ—pertain to those records in the Receipts file.