Receiving POs

Purchase Order -> Purchase Order

Purchase Orders may be received via the Purchase Order edit form and then clicking the Receive menu hyperlink found on the top right of the PO Edit form. Once clicked the Receive form is displayed.

Shops often print Price Tags for Stock PO receiving and Pickup/ID tags for Special Order receiving as a organizational rule to insure the correct information is attached to the item.

Receiving a Purchase Order will display a grid listing each line item of the PO. The user enters the quantity to receive. The quantity To Receive entry can be equal to or less than the outstanding quantity of the ordered item.

An invoice number can be entered on the line item when receiving. This invoice number refers the invoice on which the item is invoiced. It is saved with the PO line item. To search for previously entered invoice numbers, go to Reports->Financial->Received Invoices. Each time a line item is received an invoice number can be entered on the line item. If an invoice number has already been entered for this line item, then the new invoice number is added. For example, if invoice 100010 is entered, and then later 100023 is entered for the same line item, the two invoices will appear as 100010, 100023 in the invoice field.

When ALL line items have have a ZERO outstanding quantity, the system then considers the PO RECEIVED and a Received date displays for the PO status on the PO Edit form.

Click SAVE once the Quantity to Receive is correctly entered.

TIP: If by accident the incorrect received quantity was entered, a Manager or higher security level User may enter a negative receive quantity to reduce the number received. Obviously a positive number may be entered to increase the number received.

A Manager or higher may also manually enter the Receive Date, overriding any date entered by the system. This feature is often utilized if the receiving within the system is completed a few days after the actual date the items were received in the store. These type edits are logged within the audit trail and is viewable from the Audit menu option.

To print Pickup/ID Tags visit Pickup Inventory form to filter Pickup Inventory received for the current date. A Print Pickup link function will appear next to each line item. Click for the items to print tags for.

For customer Special Orders received from this form, the ticket from which the item was ordered by the customer will show a status of IN and the Date Received of the item will be view able.

It the PO Items being received is for store stock (Stock PO) then upon receiving a quantity, a new Quantity on Hand (QOH) entry is automatically created within the Retail Inventory for the Vendor/Category/Style of the item being received. The NEW QOH entry will contain the size, colors, received quantity, unit cost of the PO, created date, received date and PO number the entry was created from.

A User may re-visit the PO edit form and click the vendor's style code hyperlink found within the PO item's grid to quickly visit the Retail Inventory form where the new receiving QOH entry may be reviewed. This is also a great opportunity to make any needed changes to the Inventory style data, such as retail price, reorder costs, description, size/color charts, attributes, etc.