Process Receipts

Access this form using Activities>Purchase Orders>Process Receipts; Transactions>Enter Cash Disbursements>Start button> Process Receipts; Transactions>Accounts Payable>Enter A/P Invoices>Start button> Process Receipts; or Activities>Purchase Orders>Create/Modify Purchase Orders> Process Receipts.

Use this form to receive items from a purchase order. Purchase orders were created using Activities>Purchase Orders>Create/Modify Purchase Orders and the Skip Receiving check box must be cleared for them to be received on this form. Receipts from multiple purchase orders can also be processed at one time based on a Vendor ID.

To receive open purchase orders:

1. Enter a Receipt Number, Receipt Date, Received By, and Vendor ID.
2. Enter a Purchase Order Number, or leave blank to display all open purchase orders for the selected vendor, and click the Display button.
3. Enter the Quantity Received, or click the Receive All button to have the system automatically enter it for you.
4. Click Post.

A purchase order will not be available in the Receipt Number drop-down list after all of its line items have been fully received.

 

Receipt Number: Enter a unique receipt number or accept the number that the system assigned. When creating a new receipt, the system displays the next available receipt number; or press the + key. (Receipt number options were set up by the Administrator using Organization>Set Up Modules>Purchase Orders.) We recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols. Note that posted receipt numbers can be recalled using the Find button.

Receipt Date: Accept the default date or enter a date specific to the document. Future dates are not allowed.

Received By: Enter the name of the person who is receiving the items.

Vendor ID: Select the Vendor ID assigned to the purchase order.

Purchase Order Number, Display: Select the purchase order number or leave it blank to display all open purchase orders for the selected vendor, and then click the Display button. Once clicked, the Vendor ID, Purchase Order Number, and Display button are not available.

Items Received, Receive All: Enter the Quantity Received or click the Receive All button to have the system automatically enter the available quantity. The quantity is automatically calculated using the Quantity Ordered minus Quantity Cancelled, minus Previously Received.

• Purchase Order Number: The purchase order number for the selected vendor.
• Line Number: The line numbers for the purchase order number.
• Item Code: The item code for the specified purchase order number and line number.
• Item Description: The description for the item code.
• Distribution Code: The distribution code for the item code, if applicable.
• Quantity Ordered: The quantity ordered for the item code.
• Quantity Cancelled: The quantity previously canceled for the specified purchase order number, line number, and item code.
• Previously Received: The previously received quantity for the specified purchase order number and item code.
• Purchase Unit: The purchase unit for the item code.
• Quantity Received: Enter the amount received for the specified purchase order number, line number, and item code.
• Unit Price: The unit price for the item code. The unit price can only be edited if process records rights have been set up for Process Receipts by the Administrator (Security>Set Up Organization Menus).
• Amount: The system automatically calculates this amount by multiplying the Quantity Received by the Unit Price.
• Comments: Enter any comments or explanation related to the item code.

Total Amount: The sum of the Amount column.