Receive Items and Post Vendor Invoices

When items or services purchased have arrived at the warehouse they can be received against a work order or purchase order. Additionally, the vendor's invoice information can be entered to be posted against the purchase order. This process enables field personnel to indicate that items or services have been delivered and to authorize payment to the vendor. If any requests are associated with items on the purchase order, the cost of those items are applied to the work orders automatically as a result of the process. Additionally, if any items are tracked in the Inventory module, this process will initiate a transaction to automatically update the quantity on hand.

Once you have received the items, you can export the invoice information to a third party system by running the appropriate AP Report on the Purchasing module's Run Report page.

To receive items:

1. Open the Purchase Order Details page for the purchase order.

   The Item Summary pane displays all items that are included in the purchase order.

2. Click the REC button to the right of the item that has been received.

   The Add Receipt Detail dialog box opens. The fields are populated with the quantity and price information from the purchase order.

3. Modify the Quantity field to indicate the number of items received.

   This field will pre-populate with that portion of the ordered amount which has not yet been received.  Modify this field to reflect the quantity received. If returning items to the vendor, enter negative amounts.

4. Modify the Unit Cost, Markup, Tax Rate, S&H (shipping and handling) fields.

5. In the Bin field, select the bin in which the item will be stored in the warehouse.

6. Modify the Total Amount, if needed.

   The total amount is calculated by multiplying the quantity received by the unit cost and then adding in markup, taxes, and shipping and handling costs, if applicable.

7. To add AP Invoice information from the vendor's invoice:

   The AP Invoice Detail fields only appear if you have the appropriate security rights.

   1. In the Budget Year field, select the budget year that the items will be billed against.

   2. The Vendor specifies the name of the vendor the purchase order was issued to. You cannot change the vendor.

   3. Modify the Vendor Code, if needed.

   4. In the AP Invoice# field, enter the vendor's invoice number.

   5. In the AP Invoice Date field, select the invoice date.

   6. Enter the AP Invoice Amount (total item amount), the Tax, and the S&H (shipping and handling charges) from the invoice.

      If the vendor has issued a credit memo for items returned, you can reflect this by entering negative amounts.

   7. In the AP Post Date field, select the date on which the invoice will be posted.

   8. In the AP Due Date field, select the date on which the invoice should be paid.

   9. In the Payment Comments field, enter comments on the invoice.

8. Click ADD.
9. If you want to export the invoiced items to a third party system, do so on the Purchasing Run Report page by running the appropriate AP Export.

If an item has been received and invoiced and you subsequently realize that the invoice was entered in error, you can delete the invoice, unless the invoice has been exported to a third party system using the AP Run Report functionality.

To reverse an invoice that has been exported:

1. For each item to be reversed:

   1. Click the REC button for item and enter a negative quantity.

   2. Enter the same AP Invoice# and AP Invoice Date as the original invoice.

   3. Enter negative amounts for AP Invoice Amount (total item amount), the Tax, and the S&H (shipping and handling charges).

   4. Click ADD.

2. When all items have been reversed, re-run the AP MRI Export batch process.

   This step is only necessary if you are exporting invoices to an external system. The negative quantity entered in step 1 will update the inventory on-hand quantity.