Entering Receipts by PO Lesson



Steps:

  1. Click the State of Nebraska link.

    Step 1
  2. Click the Purchasing - Agencies link.

    Step 2
  3. Click the Receiving link.

    Step 3
  4. Click the Enter Receipts by PO link.

    Step 4
  5. Narrow search for the Purchase Order using the field in the header or and the Query by Example (QBE) line.

     

    If goods are received, but Purchase Order information is not included with goods, query on the Supplier number or the Ship To number.

    Step 5
  6. Enter the Purchase Order number to receive against into the Order Number field.

     

    Enter "303289".

    Step 6
  7. Press [Tab].

    Step 7
  8. Enter the Document Type into the Doc Type field to the right of the Order Number field.

     

    Enter "OP".

    Step 8
  9. Click the Find button.

    Step 9
  10. Click on the Radio button of a row in the grid containing the Purchase Order to receive against.

     

    Click the option.

    Step 10
  11. Click the Select button.

    Step 11
  12. Review the following fields:

     

    o G/L Date – G/L Date must be in the same month that the receipt batch is posted.

     

    o Receipt Date

        - Used for Vendor Performance Reporting.

        - Enter the date that the service or commodity is actually received.

     

    Note: Changes to Dates in Header must be made before clicking into the grid.

    Step 12
  13. Rec Opt - Receiving Option

     

    Used to indicate if an order is complete or if the receipt is a partial receipt and additional items against this line are expected to come in at a later time.

     

    Options are

     

    o 1 = Receive Purchase Order line – complete or partial

     

    o [blank] = Ignore Purchase Order line. Other lines on the PO will be received.

     

    o 4 = Receive into Multiple Locations (Used only for Stock Items)

     

    o 7 = Receive and Close Purchase Order line; this is used when the Quantity received is less than the quantity ordered and the PO line is considered complete.

     

    o 9 = Cancel Purchase Order Line – PO line will not be received.  This updates the Purchase Order line to a cancelled (980-999) status.

    Step 13
  14. If you do not want to receive against specific lines, remove the "1" in the Rec Opt field in the grid.

     

    Repeat as necessary.

    Step 14
  15. Clear the Rec Opt "1" from any line that is to be ignored

    Step 15
  16. Click in the Rec Opt field.

    Step 16
  17. Press [Delete].

    Step 17
  18. Click the Quantity field to enter Quantity received.

    Step 18
  19. Note: Rec Opt remains "1" for a Partial Order - Partial Line receipt.

     

    Enter the Quantity of units to receive into the appropriate Quantity field.

     

    Enter "20".

    Step 19
  20. Click the Rec Opt object.

    Step 20
  21. Press [Delete].

    Step 21
  22. Click the Rec Opt object.

    Step 22
  23. Press [Delete].

    Step 23
  24. Click the Rec Opt object.

    Step 24
  25. Press [Delete].

    Step 25
  26. Click the Rec Opt object.

    Step 26
  27. Press [Delete].

    Step 27
  28. Click the Rec Opt object.

    Step 28
  29. Press [Delete].

    Step 29
  30. Click the Rec Opt object.

    Step 30
  31. Press [Delete].

    Step 31
  32. Press [Delete].

    Step 32
  33. Press [Delete].

    Step 33
  34. Click the OK button.

    Step 34
  35. To refresh the grid after receiving against a Purchase Order, click the Find button.

    Step 35
  36. Note: The row with the Quantity Open on the partially receipted line decreased by the amount received.

    Step 36
  37. If entire quantity is received, the lines previously received do not appear. If partial quantity is received, the line will indicate quantity still open to receive in the open quantity field.

     

    The system assigns a receipt document number, document type OV and a batch number for further reference of this activity.

    Step 37
  38. Receipt Document & Previous Batch

     

    The system assigns a receipt document number, document type OV and a batch number for further reference of this activity.

     

    Note: Receipt batch must be posted.

    Step 38
  39. Click the Close button.

    Step 39

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