Receiving Set Update - SIBTUB

Although the Purchasing subsystem is where receiving inventory items usually occurs, if received items do not have a purchase order associated with them, a Receiving Set may be created using the Stores/Inventory (SI) Receiving Set Update (SIBTUB) page.

Set Tab

Use the Set tab to define the unique Set ID and the user calculated batch total of the records to be entered within the "Set."

Set ID: Enter up to eight characters to uniquely identify a set of transactions. System seed numbers may be used and are defined in common code SYNO/BTCHIDSI. If seed numbers are defined, place the cursor in the field and press the Ctrl+T keys, or click on the field's ellipsis (…) button to bring up the seed options.

User Total: User-calculated total of all transactions to be entered within the set of transactions. This total will be used to verify system generated Set Totals.

Create Date: System-generated, date the Set is created.

Created By: System-generated, displays the User ID of the person creating the Set.

Update Date: System-generated, date of the last update to the Set.

Updated By: System-generated, displays the User ID of the last person to update the Set.

Status: System-generated, two-character code indicating the Set status. Sets initially created are in Batch Entry "BE" status. Other Status codes include AP = Approved, EX = Extracted, and DS = Distributed.

Totals

Set Total: System-generated, total of all record amounts entered in the Set.

Number of Records: System-generated, total of all records entered in the Set.

Detail Tab

Use the Detail tab to record details of the items being received via the Set.

Product ID: Enter the Product ID being received, or use the Lookup function by pressing the Ctrl+L key combination or clicking on the field's ellipsis. Product IDs are defined in the Person/Entity (PE) Product Information (PEUPPR) page.

Vendor ID: Enter the Vendor ID in this field or use the Lookup. Vendor IDs are defined in the PE Information (PEUPPE) page.

Addr Cd: Select the drop-down list and choose code specifying which address is to be taken from the PE database and used for this transaction.

Units: This drop list is populated from units of measures (Box, Carton, EA, etc.) defined in the NU Common Codes page, with a Code Category/Value of PEUN/xx. Select the unit type appropriate for the Product ID being received. Unit types are associated with the Product ID through the PE Product Information page.

Quantity: Enter the quantity being received.

Unit Price: Enter the price per unit. If left blank, the unit price will derive from the SI Inventory Information (SIUPIN) page.

Extended Amount: System-calculated, based upon the Quantity and Unit Price.

Account: General ledger (GL) code and account number fields. If the Job Ledger (JL) module is used and this transaction relates to an account in the JL, enter a JL account number, and or Work Order.  When the selected Warehouse has an Inventory Account number defined on the Warehouse Information (SIUPWH) page, the account number (when left blank) will derive from that page. For ease of use, this field supports a variety of data entry methods, including the Quick and Fully Qualified Account methods, for both the GL Account and/or the JL Account.  To look up a ledger code, account part (key, object, fund, etc.), or work order, place the cursor in the field and press the Ctrl+L keys or click on the ellipsis (…) button and select Lookup xx where xx is the field where the cursor is placed. Additionally, the account field display can be altered by selecting the following options:

• XX Org Key-Object or Fully Qualified (where XX=ledger code): Select this option or press Ctrl+K to display the ledger's organization key and object code input format. Use Ctrl+U key combination to display the fully qualified account string, as shown on page two.

• XX Quick (where XX=ledger code): The Ctrl+Q option allows changes the display and the lookup to accommodate quick key entry for account numbers that have been defined in the Quick Account Numbers (GLUPQU) page.

• Show Ledger: Selecting this option displays the general ledger code field in the GL Account field.

• Show JL Side: Selecting this option displays the JL side ledger code and account string field associated with the active general ledger.

• Show Work Order: Selecting this option displays the Work Order field. Entries in this field will validate to existing orders defined in the Work Order module.

Reference: Enter up to eight characters indicating the purchase request number or invoice number related to the purchase of this product. The reference detail can also reference a seed value by selecting the ellipsis and clicking on "Auto [SIREFNO] Ctrl + T" option, which is defined in NU Common Codes, with a Code Category/Value of SYNO/SIREFNO.

Ref Date: Defaults to the current date when adding a new record but can be overwritten to enter the date products are received. Use the format MMDDYY or MM/DD/YY.

Ref Amt: If multiple products have been received for the same PR, enter the total cost of the products on the first entry; then, the system can verify that the individual amounts total the given PR amount. If the field is left blank, the amounts derived from the Qty #Product @Unit Price field will automatically be used.

Ref Total: A display-only field showing the total dollars entered for the current reference value.

Description: Enter up to 30 characters, to describe the product or transaction. If this field is left blank, the system will derive the product description from the PE Product Information page.

Warehouse: Select the warehouse in which this product will be stored. The Warehouse drop list is populated from the SI Warehouse Information (SIUPWH) page.

Transaction Code: Select a code used to define the type of transaction (for example, "RC" for receiving) by choosing from the drop-down list. Transaction Codes are defined in NU Common Codes, Category Code of SITR.

Misc: Enter up to four characters to associate with the transaction and use for reporting purposes.

Transaction Format: Select the static system code that directs the manner in which the description is to appear in the general ledger from the drop-down list.

Second Ref: Up to 16 characters of additional information about this transaction. The vendor's invoice number, for example, may be entered in this field.

Posting Code: This display-only field indicates the two-character code used to direct the automatic posting to the general ledger. The system will generate this code based upon the defined posting preference.