Receiving - POUPRC

Use the Purchasing (PO) Receiving (POUPRC) page to enter receiving information and remarks concerning printed purchase orders. This page does not allow browsing of a range of POs to receive; the full purchase order number must be entered. To use the page, enter the PO Number and press <ENTER> or Tab. The Date Received will typically default to the present date (or update at time of receiving). Update receiving details as needed, such as the Carrier, Freight, and Packing fields, as well as fields within the Items tab. Enter the quantity or amount received for all needed items in the grid within the Items tab. If all items should be received, then press the "Receive All" button. Enter notes on the Remarks tab (optional). Press the "Save" button to write the items received to either the Stores Inventory or Fixed Asset modules. After pressing the Save button, the PO is reloaded (meaning that the totals will be updated and entry fields in the grid will be re-initialized). The fields in the upper portion of the page (date received, carrier, etc.) are NOT re-initialized.

Stores Inventory vs Fixed Asset module
When a purchase order includes line item(s) with a defined Product ID (defined within the PEUPPRpage), the purchase may be logged into the Stores Inventory. However, an asset is flagged as a fixed asset based on the object code used during the purchasing phase within POUPPR. So a defined Product ID posted against the object code that is defined for purchasing fixed assets may migrate into the Fixed Asset module. How the asset migrates into the FA module depends on the interface settings.  The preferred method to migrate fixed assets is typically to flag the line item purchase as a potential fixed asset per the object code. Then a designated agent manages those assets. Potential Assets are managed within FAUPPA. This setup involves turning off the "PO to FA Interface" setting on POUPGN. The alternative is to migrate all purchased "fixed assets" into FAUPAS based on the object code.

Factors to consider:

• Fully Paid Purchase Orders - This page contains summary-to-date information about items received. Thus, when data entry is taking place, the quantity of items received automatically updates the to-date received when the information is saved. To receive on a fully paid purchase order, define NU Common Codes Category/Value of PORV/CONTROL, with the Short Description set to "Y".

• Fixed Assets - When defining Fixed Assets using POUPGN PO to FA Interface, only receive a quantity of one asset at a time. The common code POFA/OPTIONSmay be configured to present a warning when attempting to receive more than 1 asset at a time. Receiving the quantity of 1 per session is required due to the need for unique Asset ID numbers, Serial Numbers and/or Tag Numbers. However, when using the AP to FA interface through FAUPPA (POUPGN PO to FA Interface is off), the quantity received is not an issue and managed within FAUPPA.

• Extracting Items - Only items having receiving information will be extracted from the Open Hold Batch Update pages, once the purchase order has been partially or fully received. This feature may be customized with common code APBP/POEXCEPTand APUB/POPAID.

• Stock Items - The Stores Inventory database is updated only for products that are defined as being "stock" items on the PE Product Information (PEUPPR) page. Stock items require the receiving into a valid warehouse (where the warehouse is defined within the SIUPWH page).

Purchase Order

Use the top portion of the page to enter the PO number.

PO Number: Enter the printed purchase order number. When the Tab or Enter key is pressed, the purchase order will be displayed with all the known information (relevant to receiving) about the purchase order.

Vendor: This display-only field indicates the name of the vendor on the printed purchase order.

End Use: This display-only field shows the end use of the items as previously noted on the requisition.

Ship To: This field displays the "ship to" ID. This ID exists in the Person/Entity Information (PEUPPE) database or a client-specific name and address file.

Receiving Information

The section includes optional fields for carrier, freight, and packing slip information.

Date Received: This field auto-populates with the current date. Update the date by selecting a new date from the drop-down calendar for the date the items were received, or enter the date using a MM/DD/YY or MMDDCCYY format. The system will post the entries with an associated entry date. Therefore, the actual receiving date should be entered in this field if it is different from today's date. If left blank, the system will use the current date, and this date will remain on the page until changed.

Carrier: Enter the name or abbreviation of the company delivering the item(s), e.g., UPS.

Freight: Enter the freight number associated with any freight bills included when the items were received.

Packing: Enter the packing slip number associated with any packing documents included when the items were received.

Remarks: Use the Remarks tab to enter free form text about purchase orders or the receipt of items from purchase orders. The maximum number of lines is 99.

Receive All: The Receive All/Unreceive All button on the PO Receiving Information page allows all items in the purchase order to be received with the click of that button. The button will automatically calculate the quantity that have not yet been received and places this value in the Qty Accepted column for each set of items in the purchase order. In contrast, clicking the button when it is in the "Unreceive All" state clears the Qty Accepted column for each set of items in the purchase order.  To pay an invoice for an item that is not physically present on the premises arises, the option to receive and unreceive may be warranted, per your site's directives. BusinessPlus offers the option for "negative receiving" to override credit receiving that will then set the item amount and qty to zero.  The feature overrides the exception reported from a "BLOCK" to a "WARN" on a proof/posting since receiving was found.  Activate by defining common code APBP/POEXCEPTwith NEGRECOVR in the Associated Codes (2) field and "BLOCK" in the Associated Description (1) field.  Also configure common code APUB/POPAIDwith Short Desc OFF, otherwise the mandate for receiving will override the option to use negative receiving. Note that the PO Type dictates how the items on the PO will be received within Purchasing module and processed within the AP module. Also note that PO Types B and C are processed per the Amount and not designed to be "received".

Save: Saves the records in the quantities (or amounts) received columns for the items updated. To protect the Receiving info (quantities and other fields), select the Save button (pressing the <Enter> key does nothing). After Save is clicked, a message displays describing the status of the saving process. Ideally the message will say, "Record accepted. (SY3)". Depending on the customized setup of the Purchasing module, other details may be presented about the fixed asset identification number. If a problem prevented the record(s) to be updated, resolve the cause of the issue and attempt to receive the Purchased items again until a "Record accepted" message is displayed.

Items Tab

Use the Items tab to enter received quantities/amounts, rejected quantities, and other details per administrative guidelines for the given shipment. Enter the information within the grid.  Line items received that have valid Product IDs (defined in PEUPPR) will require the receiving of that item(s) into a specific warehouse. Select the warehouse from the drop-down list of warehouses (the list validates to SIUPWH). The history of items received to a warehouse is available within the SI Transaction Information (SIUPTR) page. Customize the grid by dragging the column to the desired location.  The Brand field is an echo field from PO Purchase Requests (POUPPR). Some of the fields within the Items tab can be made a "required" field by defining NU Common Codes. For instance, APUB/POPAIDwill mandate receiving of an item before it can be paid. Another example is POFA/REQUIREthat will require a serial and tag number to be present before saving the "received" fixed asset. See the Common Codes Reference Manual for options within Accounts Payable, Purchasing, and Fixed Assets Section.