Receipt

The Receipt inventory transaction page is used to receive delivered items into inventory. During this process, users typically examine the delivery, verify the contents against the purchase order, and enter details about the items, including the quantity and date received as well as the location where the new items will be stored. The Receipt function is only available if Advanced Inventory is enabled.

To receive items:

1. Access the Inventory module by clicking the Inventory link at the top of the page.

2. Select the Transactions tab.

3. At the top of the page, click the Receipt link.

4. In the PO# field, enter the number of the purchase order you are receiving items against.

   You can either enter the PO number directly or use the Select link to locate and select a PO number.

   Once selected, a summary of the purchase order appears, including the warehouse the items will be received into and a line item for each item on the purchase order. You can click the View PO link to view a copy of the complete purchase order.

5. This check box is only displayed if the PO Payment Details functionality is enabled for your installation.

6. In the Default Packing Slip# field, enter the packing slip number for the received items.

   If there are multiple packing slips, select the Show Details check box to display additional packing slip fields for each item.

7. In the Receipt Date field, enter the date on which you are receiving the items.

   This field defaults to today's date.

8. In the Comments field, enter any comments about the receipt transaction.

9. In the Bin field, specify the bin the item will be stored in.

   To receive the item into an existing bin that is not currently associated with the item, select Add Existing from the drop down.

   You must have the appropriate security rights for this option to appear.

   The Add Existing Bin dialog box opens.

   1. In the Search Text field, enter search criteria to locate a particular bin.

   2. Click FIND.

      A list of bins appears.

   3. Click the link corresponding to the bin you want to store the received items in.

   To create a new bin in the selected warehouse where the item will be stored, select Create New.

   You must have the appropriate security rights for this option to appear.

   The Create Material Bin dialog box opens. Since you are creating a new bin in the selected warehouse that you are going to associate with this item, the Warehouse field is set and the bin is made Active. These values cannot be modified.

   1. Enter values Bin Loc1, Bin Loc2, Bin Loc3, and Bin Loc4 to define the physical location of the bin.

      You do not need to define values for all of these fields, only the ones that are appropriate for your warehouse.

   2. In the Bin field, enter a name for the bin.

      The bin name can contain alphanumeric characters, punctuation, and spaces, and be up to 20 characters long. Each bin name must be unique within a warehouse.

   3. In the Max Quantity field, enter a value indicating the maximum quantity of items this bin can hold.

      This value provides a quantity a guideline; it is not enforced by the system.

   4. Click OK.

      The new bin is created and selected as the location for this item.

10. In the Unit Cost field, enter the cost of the item.

    This value is only displayed if you have the appropriate security rights.

    This value defaults to the cost of the item for the warehouse.

11. In the Quantity field, enter the quantity received.

    When you enter a quantity, the check box to the right of the field is selected. This check box must be selected for the item to be received when the RECEIVE button is clicked.

    If the Quantity field is empty, selecting the check box next to the field automatically populates the field with a value equal to the current Balance. Selecting the check box next to the Quantity heading will do this for all empty fields.

12. If there are separate packing slips for each item, click the Show Details check box to display separate Packing Slip fields for each item.

13. Repeat steps 7 through 10 for each item you want to receive.

14. Click RECEIVE.

    All items that had the Quantity check box selected are received and a transaction record appears at the bottom of the page. The system updates Quantity On Hand to reflect the receipt and creates a transaction record on the Item History page for each received item. If configured for auto-updates, the purchase order status is updated as items are received.