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Confirm the receipt of a single purchase order line

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You do not have to wait for the entire purchase order to arrive before confirming. Note: To be able to use this routine, the status of the purchase order must be 20 (meaning the purchase order has been printed).

Several panels could prompt during this confirmation, depending on if the purchase order line is flagged for quality control before updating stock.

Note: For the purpose of this example, the purchase order line you are receiving is flagged for Quality control with a batch printout of the Quality control printout.

  1. Select the Receive replenishment line menu item.
  2. You access Replenishment order line reception. The system defaults the Accounting period and Reception date.

    To retrieve the line
    You can retrieve the line you want to receive in various ways:

    • Enter the Warehouse and Item code and click OK.
      • If the item exists on several order lines, the selection panel will prompt where you select the line you want to receive.
      • If the item only exists on one line, the mandatory information for the line will default in the fields on this panel. You can change the quantity you are receiving before confirming the receipt.
    • Click Select PO line to display and select from a list of purchase order lines available for reception.

    For the purpose of this example, click Select PO line.

  3. You access Select replenishment order line. Since you did not enter any values on the initial panel before clicking Select PO line no information is displayed on the panel. Use the selection fields located at the bottom of the panel to retrieve a list of order lines that are ready for reception. For this example, enter the Item code and click OK. A list of available purchase order lines is displayed on the same panel. Tip: Click the Shift info function key to toggle Item code and Supplier for the item. You can also double click the line to view the details. Select the line you want to receive and click TRANSFER.
  4. You return to the initial panel, with the mandatory information defaulted. You can change any information before accepting the confirmation. Note: If you change the Unit, to something other than the order’s unit, the system will calculate the Receiving quantity and Remaining on order quantity (displayed on the final Receipt confirmation panel). This is done using the conversion factor for the entered unit. Click OK to update.
  5. Because the line was flagged for quality control, the system prompts the Quality note control window panel. The message denotes that the line is flagged for quality control. If you answer NO to the message, the system will bypass this generation. For the purpose of this example, answer YES to generate the quality control note and click OK.
  6. You access the Quality note print control window panel. Note: This window panel only prompts if you chose to generate the quality control note on the previous window panel and the order type for the order is defined with a batch print for the Quality control note. The following field is mandatory:
    7. Change to direct print
    Set to YES to change to a direct print.

    Click OK.

  7. You access the Receipt confirmation panel, displaying the details for the line. On this panel you confirm the reception for the line. The following information is defaulted from the initial panel:
    8. Item
    Displays the item code for the line.
    Purchase order/line
    Displays the purchase order number and line number.
    Shipment number
    Displays the shipment ID, if entered on the previous panel.
    Unit
    Displays the unit of measure for the purchase order.
    Note: If this unit is different from the order’s unit of measure, the system will calculate the Receiving quantity and Remaining on order quantity. This is done using the conversion factor for the entered unit.
    Open order quantity
    Displays the remaining quantity to be received for this purchase order line, before you accept this receipt confirmation.
    Receipts pending
    Displays the quantity on the order line that previously has been received on the shipment shown in the Shipment number field, if the order line is included in a shipment which requires landed costs.
    Receiving quantity
    Displays the quantity that you are receiving for this line (as entered in the Quantity field on the initial panel).
    Remaining on order
    Displays the remaining quantity to be received for this line, after you accept this receipt confirmation.

    The following field is only displayed and open for input if the Receiving quantity is less than the Open order quantity.

    Backlog
    Set to YES if this purchase order line should be backlogged.

    Click OK to update.

  8. The system prompts the final Reception note number assignment window panel, displaying the assigned reception note number. Note: You need this number when confirming the Quality control note. Click OK. Exit the routine.

    9. QC note batch print
    After confirming the receipt for a line with quality control note, you must manually print the quality control note (if a batch print) and then confirm the quality control note.

    QC note direct print
    If the quality control note has a direct print, you only run the DIS quality control note confirmation program.

    For both cases, see About quality control of incoming goods.

    After confirming the quality control note, the item is available in stock.

    Note: If the Purchase order’s terms of delivery indicate that landed costs are required but no costs exist or the Await cost check field against the costs is set to YES, the order status will be updated to 50. The goods will not be in stock or available for sale. Costs should be checked or added to the order and the order must then be booked into stock.

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