Item Receipt for Purchase Order

The goods received note. The storeman picks the vendor and the purchase order, the open lines come in, he enters what arrived, with batch and expiry where the item needs them, and Save puts the goods into stock and posts the receipt. A vendor invoice is then raised from it by itself.

Where

Inventory › Item Receiving › Item Receipt for Purchase Order

Who uses it

The storeman, the receiving clerk

When

Each time goods arrive against a purchase order

Needs first

A released purchase order with open quantity; the journal; the site and warehouse

What it is for

It is the step between ordering and paying: stock goes up, a voucher is posted with the accounts the posting profile gives for this screen, and the vendor invoice follows. See What posts in Inventory.

The one rule people get wrong: a receipt cannot be edited or deleted, only reversed. And it cannot be reversed once a delivery return or a vendor invoice has been raised against it: reverse those first.

How the document is built

1. New, then fill the header: Posting Date, Transaction Journal, Site and Warehouse, Vendor, and the Purchase Order (or the Inbound Shipment, for an imported consignment). The movement is set to the purchase receipt movement by itself.
2. Create. If the order has nothing left to receive on that site and warehouse the screen says "There is no Receiving available on site ..." and stops. Otherwise the open lines are filled in, and the header fields above are locked.
3. Type the quantity that arrived on each line, and batch, dates or serials where asked.
4. Save. Save is the posting.

Every field in plain words

Header

Field	What it means	What to put
Transaction	The receipt number	Given on Create
Posting Date	The date stock and accounts are dated	Required. Not earlier than the purchase order's date, and in an inventory period that is still open
Receipt Date, Receipt Number	The vendor's delivery note date and number	Required. The same Receipt Number cannot be used twice for the same vendor and movement
Transaction Journal	Decides the number range, the posting and how far back the date may go	Only journals that carry the receipt movement are offered
Movement Direction, Movement	Receipt, purchase receipt	Set by the screen
Site, Warehouse	Where the goods go	Site required. Only open lines for this site and warehouse are brought in
Vendor	The supplier	Required
Purchase Order	The order received against	Picked from the vendor's open orders
Inbound Shipment	The import shipment received against	Shown for a foreign vendor, and then required
Notes	Free text

Lines

Field	What it means	What to put
Purchase No, Name	The item (or cost, service or asset) of the order line	Filled from the order
Item Variant	The variant	Filled from the order. Shown when the company uses variants
Ordered Quantity	What the order asked for	Read only
Movement Quantity	What arrived	Not more than the open quantity, unless the order line accepts over-delivery, and then not beyond its percentage
Movement Unit	The order's unit	Read only. Stock is kept in the item's inventory unit, converted by the unit factor
Catch Weight Quantity	The actual weight of a catch-weight item	Required for catch-weight items, within the item's minimum and maximum
Site, Warehouse, Storage Location	Where the line is stored	Storage Location shown when the company uses locations
Stock Category, Stock Status	Optional classification	Shown when switched on in the company settings. Items that need quality inspection are put in quality status by themselves
Special Indicator	Free, sample, subcontracting	From the order. A free or sample line must have no price
Manufacturer	The maker of the batch	Checked against the approved manufacturers when the warehouse asks for it
Batch/Serial Number	The vendor's batch or the serial	Required for batch or serial items. Left empty, an item with automatic batch numbers gets the receipt number as its batch
Batch Date, Batch Expiry Date, Best Before Date, Retest Date by Vendor	The batch's dates	Required as the item's tracking structure says. Expiry cannot be before the batch date; best before must sit between them
Certification fields	The batch certificate	Required when the tracking structure asks
Close Receipt, Close Receipt Reason	Close the order line short	When Close Receipt is ticked the reason is required
Line Text	Free text

Toolbar on the lines

• Split and define serial - for a serial item, splits the line one per unit and asks for each serial number.
• Item Batch Attribute - the extra batch attributes the item asks for.
• BOM Lines - on a subcontracting line, the components the vendor used. See below.
• Open voucher - after Save, opens the accounting voucher.

What happens on Save

• Stock goes up on each line, at the line's price converted to the company currency. For a standard-cost item with no price on the line, the standard cost is used; if none is defined the save is refused.
• A batch card is created for each new batch, holding its dates and certificate.
• For an item that needs quality inspection, a Quality Inspection Order is raised for each line, and the stock waits in quality status.
• The receipt is posted with the journal of the document. See What posts in Inventory.
• A vendor invoice is raised from the receipt, unless an item on it has a quality point that blocks invoicing. With auto invoice from receiving set in the Accounts Payable setting, one invoice is made on that journal. Otherwise one parked invoice is made per purchase organisation, on that organisation's invoice journal. Free lines are left out.
• When the Purchasing setting asks for it, the item's last purchase price is updated.
• When the purchase order is for a project and the project setting asks for automatic issue, the goods are issued to the project straight away.

Subcontracting receipts

A purchase order line with the subcontracting special indicator receives the finished item from a subcontractor. Its BOM Lines list the components the subcontractor used; a batch can be named on each, otherwise the oldest batch is used first. On Save:

• The components are consumed from the purchase order's subcontracting warehouse with an Inventory Movement, using the Subcontracting Consumption Journal and Movement of the Inventory Control Setting.
• A Cost Revaluation adds the cost of those components to the received item, using the cost revaluation journal of the Accounts Payable setting.
• The vendor is billed only the fee on the order line. A subcontracting line priced at nothing posts no voucher and raises no invoice.

How to configure it

• Give the journal the receipt movement and the post keys of this screen.
• In the item's tracking structure decide which batch fields are required.
• On the purchase order line decide whether over-delivery is accepted and by how much, and whether partial delivery is allowed.

Scenarios

• A trader receives half an order today and half next week. Two receipts against the same order; the second brings in only what is still open.
• A food importer receives a container. Tick the foreign vendor, pick the Inbound Shipment: every line of the shipment must be received in full in one receipt.
• A pharmaceutical company receives a batch of raw material. Batch, expiry and manufacturer are entered; the stock goes into quality status and waits for its inspection order.
• A garment maker receives stitched shirts from a stitching unit. A subcontracting line; the fabric held at the unit is consumed and its cost lands on the shirts.

What it is connected to

• Purchase Order and Incoming Shipment - the purchase order and inbound shipment received against.
• Vendor Invoice - the vendor invoice raised from the receipt; Account Payable Setting - its auto invoice and cost revaluation journals.
• Procure to pay - the purchase process this receipt is a step of.
• Purchase Return - sends received goods back.
• Quality Inspection Order - raised for items that need inspection.
• Item Receipt for Purchase Order Without Vendor - the same receipt, started from the order.

If something looks wrong

• "There is no Receiving available on site ..." - the order has no open quantity for that site and warehouse. Check the site and warehouse on the order lines.
• "Purchase Order - ... Posting Date: ... cannot be smaller then Purchase Order Posting Date: ..." - the receipt is dated before the order.
• "Basic Data - Item ... Required Quantity: ... cannot exceed Balance Quantity: ... in Purchase order: ..." - more than is open, and the order line does not accept over-delivery.
• "Basic Data - Item ... Cannot Over Deliver more then ...%" - more than the over-delivery percentage of the order line.
• "Partial Delivery is not allowd on Purchase Order - ..., please select all lines" or "... Partial Delivery not allowed from Purchase Order: ..." - the order must be received whole.
• "Basic Data - Line ID: ... block from Purchase Order: ..." - the order line is blocked for delivery.
• "Please Receive all items of Inbound Shipment" / "Basic Data - Item ... Please Receive full quantity" - a shipment is received complete.
• "Same Purchase Receipt: ... already exists against vendor: ..." - that Receipt Number was already used for this vendor.
• "Line ID: ... is duplicated with Line ID: ..." - two lines for the same order line with the same batch and text. Merge them.
• "Basic Data - Line ID: ... - Close Receipt Reason is mandatory when Close Receipt is enabled."
• "Basic Data - Item (...) Standard Cost not defined" - a standard-cost item with no standard cost for the date.
• "Quality Point is not configured of item ..." - the item needs quality but has no inspection group.
• "Inventory is Closed of this Period" / "Inventory Closing is Processing, cannot create entry until Inventory Closing is Done" - see Inventory Closing.
• "Receiving: ... cannot be Reverse. Following Invoice Transactions has been raised against it: ..." - reverse the vendor invoice first. The same message names delivery returns raised against it.
• "Cannot be Reverse - Because Refered in Asset Master" - an asset was created from this receipt. See Asset Master.
• "Subcontracting Consumption Journal and Subcontracting Consumption Movement must be defined in Inventory Setting ..." - fill them on the Inventory Control Setting.
• "Line ID: ... - Subcontracting Warehouse is not defined on Purchase Order ..." - the subcontracting order names no warehouse for the components.
• "Cost Revaluation journal is not defined in Account Payable Setting ..." - needed to post the cost of the components.
• More batch, serial and stock messages are in the Inventory questions.