Receive Purchase Order Items

You can receive purchase order items into inventory from the Purchase Orders screen: 

  1. Click the Purchase Orders link from the Main Menu. The Purchase Orders screen opens.
  2. Select the purchase order to receive. You can only receive purchase orders at an Issued status.
  3. Right-click and select Tools -> Receive. The Receive Purchase Order Items screen opens.
  4. Select the Purchase Order Items tab.
  5. To receive items:
    • Check the Receive Remaining check box if the total units received is the same as the ordered units or if you are receiving the remainder of the item. The Units Received field updates with either the Units or Remaining Units value. 
    • If the units you are receiving is different than the ordered units or is not for the full remainder of the item:
      • Double-click into the Units Received field for the item. The field becomes active for editing.
      • Enter the amount to receive.
  6. Click OK. The status of the purchase order updates to Closed if all items on the purchase order are received.

You can configure the system to allow you to receive substitute items. These are items you receive instead of the ordered item. For example, you ordered blue chairs but you were sent red chairs.

To configure substitute receipts:

  1. Click the Organization Parameters link from the Main Menu. The Organization Parameters screen opens.
  2. Select organization parameter PO (application) SUB (code).
  3. Right-click and select Edit. The Edit Organization Parameter screen opens.
  4. Enter Y into the Value field.
  5. Click OK.

To receive a substitute item:

  1. Click the Purchase Orders link from the Main Menu. The Purchase Orders screen opens.
  2. Select the purchase order to receive. You can only receive purchase orders at an Issued status.
  3. Right-click and select Tools -> Receive. The Receive Purchase Order Items screen opens.
  4. Select the Purchase Order Items tab.
  5. Show the Substitute Item column. See Column Settings for details about showing columns.
  6. Double-click in the Substitute Item field.
  7. Type in the item you are receiving instead of the ordered item. The drop-down filters based on what you type.
  8. Select the item from the drop-down.
  9. Enter the number of units to receive for the substitute item:
    • Check the Receive Remaining check box if the total units received is the same as the ordered units or if you are receiving the remainder of the item. The Units Received field updates with either the Units or Remaining Units value. 
    • If the units you are receiving is different than the ordered units or is not for the full remainder of the item:
      • Double-click into the Units Received field for the item. The field becomes active for editing.
      • Enter the amount to receive.
  10. Click OK.

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Comments

33 comments

Date Votes
  • Sean Tame

    Hi Shelby Dodge

    I'm pretty sure the answer is No, but I'm not sure why you need that?

    When items are received, they are effectively 'passed' from purchasing to payables.  Whether those items are on open or closed POs makes little difference to the payables process.

    Your AP department still has full control over them.  Items can go onto a voucher or be left off a voucher regardless of the PO status.  It is really the individual received item's status that matters.

    0 upvotes

  • Shelby Dodge

    Hi Sean

    It impacts our monthly estimates for any POs that have not been paid.  Currently we use the listing of POs still in Issued status because we know it's not been received and if it's not been received, there's probably no invoice, and we don't pay it unless there is an invoice.

    The issue is when we've received all items/services the PO automatically closes regardless of if payments have been applied against the PO.  We have yet to find a good way to filter out the POs that are closed but haven't been paid.  Our assumption is that the PO shouldn't be closed until the payment is ready to be processed.  

    The ideal would be to have an additional "Pending" status between Issued and Closed to acknowledge that Purchasing has received all of the items and AP would switch from Pending to Closed once the invoice has been received and they have processed payments. 

    We would settle to just have the synchronization between the receipt of items and the closed status be severed. If there is another way to find this information we would be very open to ideas.

     

    0 upvotes

  • Sean Tame

    You really need to do this at the PO Item level, not the PO level.  You can part receive items/orders etc.  It would not be very accurate at all at the Order level.

    Try using the Received Status (you might need to add this to your filters)

    PO Items grid - Filter by:
    Phase = Actual
    Status = Closed
    Receiving Status = Received (this changes to Paid when it is added to a voucher.  Only add items to a voucher once the invoice is received). 

    Effectively this view will give you all the items that have been dealt with on the Purchasing side that have not yet been processed by AP.

    0 upvotes

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