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
  • Kris Corrigan

    Has anyone looked into notifications based on receiving orders we would like to implement a notification to remind a user say 30 days after the purchase order was sent out to notify them to goods receipt.

    1 upvotes

  • Jasmin Short

    Hi

    I'm trying to do a similar thing as Sonja Rickenbacher (2 years ago) and am having the same problem.  We would like users to be able to receive up to 10% variance, but nothing over 10%.  Then only certain users to have permission to receive more than 10% variance.

    We have set our Org Param PO 031 to Amount 10 and Alphanumeric Y.  Then in Access Privileges "Allow Override of PO Variances" put all users (including me) Value to NO except the ones that we want to be able to override.

    It's still allowing me to override the variance when receipting more than 10%.  

    Am I missing something?  Did you resolve your issue Sonja?  

    Thanks

    Ali

    0 upvotes

  • Sonja Rickenbacher

    Hi there. I am trying to set this up so nobody can click 'yes' to the message and therefore nobody can receipt more units than were ordered/approved but I can't get it to work. I am wondering if anyone else has the same problem? I am on version 20.9 H.

    This is what I have tried: As suggested above I have activated Org Param PO 031 and have allocated the access privilege 'Allow Override of Purchase Order variances' to an admin role (I don't want anyone to exceed the limit). I have then allocated all roles to the access privilege 'Allow Receipt / PO Receipt transactions' with value entered as 'NO'. I then went to test this on a PO that had total ordered units of 800. I went to receive 600 units which then left me with remaining units of 200. I then went back in and received another 800 on the same line and it let me do it without event getting the 'problem solving' message popping up. So I managed to receipt a total of 1400 units.

    What am I doing wrong?

    Kind regards

    Sonja

    0 upvotes

  • Americas Ungerboeck Consulting

    Sonja-

    Unless you are included in the Admin Role you should be blocked from exceeding the quantity.

    Did you set the variance to 0? Set the "Allow Override Purchase Order Variance" to one other person that is not you and you should be blocked.

    0 upvotes

  • Sonja Rickenbacher

    Hi

    Do you mean the variance on the Org Param PO 31? I have tested it again and made sure all access privileges look correct but it still lets me exceed the quantity. I have tested it on a user that does not have any Admin rights.

    Do I need to log a call to get this looked at?

    Cheers

    Sonja

    0 upvotes

  • Maggie U.

    Hi Sonja,

    Pat and I both took a look at this and couldn't replicate where you could exceed the quantity.  There's probably something in the configuration that is off. I'd recommend entering a ticket with the Client Care Team as that will be the most efficient way to figure out what may be missing.

    Thanks,
    Maggie

    0 upvotes

  • Sonja Rickenbacher

    Thanks Maggie for trying to help. I will log a call with client care team as suggested.

    Cheers

    Sonja

    0 upvotes

  • Kris Corrigan

    Hi

    If you part receive an order and close the PO without receiving the other half how can we get to the other half to cancel?

    I can't void the receipt as the payment has already been applied to the received half.

    Thanks

    Kris

     

    0 upvotes

  • Sean Tame

    Hi Kris,

    There are two ways to do this.  The preferred is to make sure the 'Close' checkbox is present in your 'Receive PO Items' grid.  This way, if you know at the time of receiving the initial quantity that you are not going to receive the remainder, you can close the line immediately.

    If you don't close the line at this time, you can find it via the PO Accrual Inquiry main menu option.  In here you will need to provide an Accrual Date and then there is an option to 'Close' the line.

    This will stop the unreceived amount from accruing or being able to be received in the future.

    0 upvotes

  • Kris Corrigan

    Hi

    We have an issue when receiving a purchase order, we have the entry invalid space, I can see the space on the purchase order item but this isn't within the layout, where about is this space pulled from and how can I get to this?

    Thanks

    Kris

    0 upvotes

  • Americas Ungerboeck Consulting

    Use Organization Parameter PO 031 and Access Privilege "Allow Override of Purchase Order Variances" to control who can answer yes to this message.

    0 upvotes

  • Sean Tame

    Hi Ali,

    I think you would want to remove the users that are not allowed to override from the access priv.  Eg, ONLY specify the users that CAN override and leave the others off this list.  Have you tried that?

    0 upvotes

  • Jasmin Short

    Thanks so much Sean - that's done the trick!!! 

    0 upvotes

  • Shelby Dodge

    Is there a way to receive all of the purchase order items within a PO without it automatically closing the Purchase Order? 

    Our goal would be to have our Purchasing department receive the items and then our AP department close the PO when the invoice has been received and a voucher has been generated to begin the payment process. 

    We prefer to have the invoice prior to receipt but that doesn't always happen.  

    0 upvotes

  • 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

  • Mudit Dhebar - Business Systems

    Thanks for assistance, the information is very useful.

    Kind Regards,

    Mudit 

    0 upvotes

  • Kris Corrigan

    Can you receive via an amount or % other than units, or how can I partially receive an order

    0 upvotes

  • Mudit Dhebar - Business Systems

    Hi, 

    The PO receive item whilst trying to input greater values than remaining units shows the below alert message if the user still wants to continue, I would like to know is there any access privileged which prevents even if the user clicks YES by mistake or is this being controlled by any ORG Parameter?

    Thanks & Regards,
    Mudit 

     

    0 upvotes

  • Kris Corrigan

    Thanks Maggie

    0 upvotes

  • Maggie U.

    Hi Kris,

    In the Access Privileges screen, search for Allow Receipt/PO Receipt Transactions. On the Access Privilege Details tab, click the Manage button and select the roles and/or users to add to the privilege and click OK. The roles/users you selected display on the Access Privilege Details tab.  Show the Value column and in the Value column you can enter NO and that will prevent that user/role from being able to exceed the order quantity on the PO. 

    Hope that helps!

    Thanks,
    Maggie

    0 upvotes

  • Kris Corrigan

    Hi

    Where can I find Level 1 'Allow PO Receipt Difference' within the access privilege 'Allow Receipt/PO Receipt Transactions'

    Thanks

    Kris

    0 upvotes

  • Sean Tame

    Hi Johnathon,

    Not quite sure what you are asking here, but I expect the answer is no.  AP only gets to see the received amounts from a PO.  If it is not received, it is not ready to be paid.

    There are two ways you can receive PO amounts.  One is via the PO itself (the easiest and most common method) or the other is via an Inventory Batch where you post a Receipt transaction into the batch).

    From there on, whatever has been received is not eligible to be added to an AP Voucher.

    Does this answer your question?

    0 upvotes

  • Johnathon Stewart

    Is there a way to receive the amounts through Accounts Payable (Voucher Processing, V19)?

    I can connect a BPO# to the invoice but doesn't seem to be adding the value to the received portion.

     

    Thanks,

    John

    0 upvotes

  • Kris Corrigan

    Thanks Sean

    0 upvotes

  • Sean Tame

    Hi Kris,

    I've had the case before (cannot remember where) where a row that was in error was not visible due to the filters in a view.  Eg, a row that is not being displayed is the issue.  Perhaps try to clear out all filters temporarily to make sure you can see all rows, then one of them may show you the error details.

    0 upvotes

  • Kris Corrigan

    Ok Thanks Maggie

    0 upvotes

  • Maggie U.

    Hi Kris,

    You'll need to submit this to Client Care.  Without the message details, it's hard to say what may be going on.

    Thanks,
    Maggie

    0 upvotes

  • Kris Corrigan

    Hi 

    We have a user who can't receive purchase orders although they can see the tools, receive and can put a number within the box although clicking on Save it will state save unsuccessful please click on row for information but the row doesn't display a error.

    The user also has the access privilege 'Allow Receipt/PO Receipt Transactions' but still can't receive a PO.

    Thanks

    Kris

    0 upvotes

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